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HomeMy WebLinkAbout130079 ACCELA INC - CONTRACT - AGREEMENT MISC - ACCELAti Management Information Services 215 N. Mason St. PO Box 580 Fort Collins, CO 80521 970.221.6790 970.221.6329 fax fcgov. corn The City of Fort Collins would like to an initiate the next phase of our implementation and use of Accela Automation. Listed below is information on our current status and plans associated with the product and its components as of October, 2007: Accela Automation Implementation Status: • The city implemented AA Land Management for the Building Department in December of 2006. • The city implemented Accela Wireless during the summer of 2007. • There is a.2-server environment (not including the database, Wireless/ACA, or Accela GIS servers) supporting AA in production and a duplicate 2 server test/development environment. Both environments are currently running AA 6.4.0 and are served by separate Oracle 1 Og database instances on a dedicated database server. • The city has one server for Accela GIS and one for Accela Wireless and Accela Citizen Access. • The city implemented. the Code Enforcement module for a single enforcement activity in October, 2007. • The city has a dedicated Systems Analyst (Kristine Kreisher) on staff for Accela Automation who has been associated with the city's implementation since the . business process review and was also the dedicated analyst for Permits Plus for a number of years prior to that. The city is planning for an additional staff support position for this project in the very near future. Accela GIS: The city has purchased licenses and installed the appropriate hardware to support Accela GIS and would like to implement this product ASAP. ArcGIS Server vs. ArcIMS o The city currently has ESRI's ArcIMS 9.1 running and available for integration with AA, but is planning to discontinue this service. o The city has also implemented ESRI's ArcGIS Server 9.2 platform, which is available for integration with AA. o The city would prefer to build the integration with ArcGIS server rather than using the ArcIMS with AA. Address/Parcel Reference. Data o The city would like to migrate to using the ArcGIS server to serve address and parcel reference data to AA. Accela Citizen Access: • The city has purchased licenses and installed the appropriate hardware to support Accela Citizen Access • The hardware server also supports Accela Wireless, which is currently in production at version 6.4.0. • The city would like to implement ACA as soon as version 6.4.2 is available. • ACA would be used for the following items in priority order: o Permit inquiry o Contractor information inquiry o Code Enforcement inquiry o Code Enforcement case initiation o Over-the-counter permit initiation Accela Wireless: • The city has implemented Accela Wireless. • The city wants to implement the GIS functionality that will be available in version 6.4.2 of Wireless as soon as possible Accela IVR — Hosted: • The city has purchased licensing for Accela IVR, hosted by Accela. • There was a commitment by Accela to perform the configuration of this for little or no cost to the city (see John Sasson) V360: • The city has begun to implement V360 and is designing consoles. • The city has some questions concerning the consoles and portlets, such as the e- mail interfaces, etc... • Training and/or assistance may be necessary to fully implement. • It is desired to roll out all new activities/modules with V360. Accela Automation 6.4.2 Upgrade: • Fort Collins will work with the CRC to upgrade ASAP. o The plan will be: ■ Upgrade the city's test environment as soon as 6.4.2 is available. ■ QA/QC 6.4.2 in the test environment. 7 Y ■ Upgrade the city's production environment as soon as the QA/QC in test is completed. LDAP/ADS Integration • The city has begun this integration, but has not completed it. • The city desires to have this implemented and would like resources to complete. Crystal Reports Integration • The city has a Crystal Reports Enterprise server and would like to implement this integration point with Accela Automation. Code Enforcement Module • The city has implemented Code Enforcement for a single activity. • The city currently.has an in-house, developed Code Enforcement package that needs to be migrated to AA. • This implementation requires the field GIS functionality that will be available in Accela Wireless 6.4.2 • This project is fairly significant and may require a data migration effort, depending upon cost. • This project may also require services for Business Process Review. Planning Module: • The city currently has a small MS Access database that assists in tracking the Development Review activities. • The city plans to utilize the AA Planning Module to replace this MS Access database. • This is a fairly significant project and may require services for Business Process Review and data migration. Accela Service Request: • The city has purchased licenses for Accela Service Request. • The city is not aware of the infrastructure/system requirements for this module and would like assistance in this area. • The city desires to implement Accela Service Request to assist with a one -stop development review center environment that services customer activities that will 3 . V eventually be provided by the Land Management modules of Building, Planning, and Code Enforcement. Licensing Module: • The city has not purchased the AA Licensing Module, but is very interested in the product. • The city is interested in using this for.the following. o Contractor licensing o Liquor licensing o Sales, Tax licensing and collections • A demonstration of the product would be greatly appreciated ASAP. • An estimate for purchase was requested, but not received. Document Management Integration: • The city has a significant install of AlphaCorp's Sire product and has contracted I ith this vendor to provide an interface to Accela Automation. Implementation Priorities: • Upgrade to 6.4.2 • Accela GIS Implementation o Basic Implementation o Wireless Integration • Accela Citizen Access Implementation o Permit inquiry o Contractor information inquiry o Code Enforcement inquiry • Accela IVR Implementation • V360 Console Development Assistance • LDAP/ADS Integration • Crystal Reports Integration • Sire Document Management Integration • Planning Module — Turned on to allow city to begin implementation • Accela Citizen Access Implementation o Code Enforcement case initiation o Over-the-counter permit initiation • Accela GIS Implementation o Reference Data from External GIS 4 J Y City of Fort Collins Contacts: Dan Coldiron Application Services Director City of Fort Collins - MIS P.O. Box 580 Fort Collins, CO 8022-0580 Phone: 970-221-6844 Mobile: 970-215-0430 Fax: 970-221-6329 E-mail: dcoldiron@fcgov.com Kristine Kreisher Systems Analyst City of Fort Collins - MIS P.O. Box 580 Fort Collins, CO 8022-0580 Phone: 970-416-2479 Fax: 970-221-6329 E-mail: kkreisher@fcgov.com Abe Elzarad Senior Database Administrator City of Fort Collins - MIS P.O. Box 580 Fort Collins, CO 8022-0580 Phone: 970-221-6802 Fax: 970-221-6329 E-mail: aelzarad@fcgov.com E RESOLUTION 2004- OF THE COUNCIL OF THE CITY OF FORT COLLINS APPROVING APPROPRIATING PRIOR YEAR DEVELOPMENT TRACKING SYSTEM EQUIPMENT RESERVES FOR THE PURPOSES OF UPGRADING AND REPLACING THE DEVELOPMENT TRACKING SYSTEM AND DEVELOPMENT MANAGEMENT SYSTEM WHEREAS, Accela, Inc. has recently released the latest version of this automation system the City. has operated and maintained since 1999; and WHEREAS, the new release will align this system with the current standards and direction of the City's overall Information Technology strategies. WHEREAS, this upgrade would allow for the processes of Building and Zoning and the Development Review process to be completely integrated within a single application. Such integration will result in a more coherent processing of development review and construction permitting within a single system. WHEREAS, the Purchasing Agent has determined that the upgrading and replacing the Development Tracking System and Development Management System from Accela, Inc., as an exception to competitive processes is in the best interests of the City since services necessary to migrate to the latest software release can only be performed by this software vendor; and WHEREAS, funds are appropriated from prior year development tracking system equipment reserves; and WHEREAS, Section 8-161(d)(1)(b) of the Code of the City of Fort Collins authorizes the Purchasing Agent to negotiate the purchase of supplies and services without utilizing a competitive bidding process where the Purchasing Agent determines that although there exists more than one (1) responsible source, a competitive process cannot reasonably be used or, if used,'will result in a substantially higher cost to the city, will otherwise injure the city's financial interests or will substantially impede the city's administrative functions or the delivery of services to the public; and WHEREAS, the Purchasing Agent has submitted the requisite justification to the City Manager for approval; and WHEREAS, the City Manager has reviewed and concurred in that determination for this acquisition; and WHEREAS, Section 8-161(d)(3) required approval of this purchasing method by the City Council for items costing more than One Hundred Thousand Dollars ($100,000) prior to acquisition. NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF FORT COLLINS that the purchase of services necessary for the migration of the existing data and processes to the latest version of the Accela software for the Development Tracking System (DTS) in the amount of Two Hundred Fifty -One Thousand Four Hundred Seventy Dollars ($251,470), as an exception to the City's competitive Purchasing requirements, is hereby approved: Passed and adopted at a regular meeting of the City Council held this 4th day of February, AD, 2004. Mayor ATTEST: City Clerk End of Item..