SUBJECT: Consent Agenda
Title
A Resolution of the Board of Trustees of the Town of Erie Approving an Agreement with CentralSquare Solutions for Community Development and Enterprise Asset Management Software
Body
DEPARTMENT: Public Works & Planning and Development
PRESENTER: Todd Fessenden, Public Works Director
Jody Miller, Building and Planning Specialist
FISCAL SUMMARY:
Cost as Recommended: $517,495
Balance Available: $517,495
Budget Line Item Number: 100-30-410-520050
New Appropriation Required: No
STAFF RECOMMENDATION:
Recommendation
Approve the Resolution approving the Purchase and Sale Agreement with CentralSquare Solutions.
End
SUMMARY AND BACKGROUND OF SUBJECT MATTER:
The request for funding of the project was included in the 2021 Budget Second Supplemental brought to the Board of Trustees on November 9, 2021.
Town staff has been working for over a year and a half to identify a global software solution to handle various Town work flows, permitting, asset management, GIS interface, reporting and a public interface portal as part of our Work Plan. This was an effort that involved engagement with all departments and lead by the IT Steering Committee (ITSC), and likely the most inclusive engagement effort undertaken to date around software implementation. A smaller group was broken out from within the ITSC to develop an RFP and evaluate proposals. Five proposals were received and one system ended up as the top choice by all evaluators. Some of the key components of this system include:
• Improving service to the public with Simple Interfacing, 24/7 Online access, Real-time Permit and Project status updates, and Citizen Engagement.
• Detailed Analytics with interactive dashboards and a user-friendly format that helps produce relevant reports quickly.
• Provide a user-friendly application for use by multiple departments within the Town to accomplish data sharing and workflow management between departments.
• Integrate with other Town-owned manufacturer software systems and allow for data to be imported and exported in a non-proprietary fashion.
• Provide an accurate and efficient means for managing the processes used by the various departments
• Provide security to ensure confidentiality while providing ease of access thru permissions determined by the Town
• Be fully integrated with existing software systems identified by the Town
• Create a fully functional Asset Management system for use by multiple departments within the town, primarily Public Works, Parks and Recreation, Fleet and Utilities
• Create a fully functional workflow the Town can use for various community development tasks such as business licenses and planning and permitting applications
• Transition all data from our current system into the new software suite
The agreement with CentralSquare provides a robust state-of-the-art system which will integrate with the Town’s existing software systems. CentralSquare provided many references for similar implementations nationally and in Colorado. The cost associated with this proposal includes integration, training, implementation and initial licensing. There will be ongoing licensing costs associated with this system which will be a shared cost among departments.
The contract for the software is $517,495. In addition we will hire contracted services to help with project management. While there will be Town internal project leaders, all the staff have daily jobs and cannot be 100 percent dedicated to project management; a smooth implementation will need significant focus and support. This project will have an assertive timeline because the Town will not upgrade our current system, and we will be required to stop using the existing system in 2022. Further, staff wants to be able to extract data from the system as soon as possible to report metrics. These objectives will require daily project management, working with the project leaders as well as all other stakeholders.
Staff members are still working on the description of our consulting expectations for the project management. It may be necessary to ask for additional monies for project management. The goal with the $58,000 contracted services request is to ensure we can start that process.
Fiscal Impact: The cost of the new software is $517,495.00
Board Priority(s) Addressed:
ü Attractive Community Amenities
ü Prosperous Economy
ü Environmentally Sustainable
ü Fiscally Responsible
ATTACHMENTS:
1. Resolution 21-152
2. Agreement