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HomeMy WebLinkAboutRESPONSE - RFP - 8086 ACCELA SOFTWARE CONSULTING (2)City of Fort Collins, Colorado RFP #8086 for Accela Software Consulting Submitted by: 3262 Penryn Rd. Suite 100-B Loomis, CA 95650 Submittal Due Date April 3, 2015 TruePoint Solutions kjohnson@truepointsolutions.com 3262 Penryn Road, Suite 100-B (916) 259-1293 Loomis, CA 95650 www.TruePointSolutions.com Cover Letter April 3, 2015 City of Fort Collins Purchasing Division 215 North Mason St., 2nd floor, Fort Collins, CO 80524 RE: Request for Proposal 8086 for Accela Software Consulting Dear Ms. Kreisher and Evaluation Committee: TruePoint Solutions is proud to present our proposal in response to the City of Fort Collins Request for Proposals 8086 for Accela Software Consulting. TruePoint Solutions, LLC is a privately held software and solutions company. Established in late 2004, TruePoint formally commenced operations and became an Accela certified implementation partner in early 2005, and has enjoyed unparalleled success in implementing the Accela product suite across the country. TruePoint is a Platinum level implementation services partner with Accela and has been engaged on nearly 80 Accela Automation projects – including efforts we have completed for the City of Fort Collins under the previous Accela Application Consulting Professionals Services Agreement (#7086). We feel our experience, our demonstrated successes with similar projects for other agencies, and perhaps most importantly, the experiences we’ve shared and relationships we’ve already built with Fort Collins staff and stakeholders as part of our previous work with the City will prove to be highly valuable and highly beneficial in accomplishing the efforts to be undertaken under this new proposal. In Closing: TruePoint Solutions has the passion, desire, qualifications, and determination to assure continued success for the City. We don’t take lightly the importance of this opportunity and its ultimate impact on your staff, local businesses, and citizens. Thank you for your consideration in allowing us to demonstrate TruePoint’s qualifications for assisting with the further expansion and enhancement of Accela functionality for the City. We look forward to the opportunity to continue working with you and to the prospect of furthering our existing relationship. Regards, Kent Johnson TruePoint Solutions (916) 259-1293 office (916) 607-4490 mobile (916) 256-1975 fax COMPANY OVERVIEW • TruePoint Solutions Incorporated: • 2004 • 44 employees Professional Services: • Business Analysis • Configuration • Data Conversion • Report Development • Event Scripting • Interface Development • Consulting • Training Industry: • State and Local Proposal to the City of Fort Collins 3 Table of Contents COVER LETTER ....................................................................................................................................................... 2 EXECUTIVE SUMMARY ........................................................................................................................................... 4 A. CONSULTANT INFORMATION AND EXPERIENCE ................................................................................................ 5 1. PRIMARY CONTACT ..................................................................................................................................................... 5 2. QUALIFICATIONS ......................................................................................................................................................... 5 3. RESUMES .................................................................................................................................................................. 5 Keith Hobday – Project Director ............................................................................................................................. 6 Cory Probasco – Project Manager ......................................................................................................................... 7 Michelle Olson – Implementation Consultant ........................................................................................................ 8 Michael Cox – Technical Consultant ...................................................................................................................... 9 Erin Griffith – Report Consultant ......................................................................................................................... 10 McKenzie Helvick – Electronic Document Review Consultant .............................................................................. 11 Joseph Cipriano – Technical Consultant ............................................................................................................... 12 4. LICENSES AND CERTIFICATIONS .................................................................................................................................... 13 5. RESOURCE AVAILABILITY ............................................................................................................................................. 13 6. LIST OF SIMILAR PROJECTS .......................................................................................................................................... 13 7. REFERENCES............................................................................................................................................................. 14 8. ACCELA PARTNER ...................................................................................................................................................... 16 B. SCOPE OF SERVICES ......................................................................................................................................... 16 1. UNDERSTANDING OF REQUIRED SERVICES ...................................................................................................................... 16 2. RESPONSE SUMMARY ................................................................................................................................................ 17 a. EDR Implementation ........................................................................................................................................ 17 3. PROJECT MANAGEMENT ............................................................................................................................................ 19 4. METHODOLOGY AND TIMELINE .................................................................................................................................... 20 5. SOFTWARE AND ANALYSIS TOOLS ................................................................................................................................. 21 6. DATABASE CONVERSION TOOL .................................................................................................................................... 21 7. SUBCONTRACTS ........................................................................................................................................................ 21 8. ADDITIONAL TECHNOLOGY .......................................................................................................................................... 21 C. FEES ................................................................................................................................................................. 22 D. SUSTAINABILITY .............................................................................................................................................. 23 E. ADDITIONAL INFORMATION ............................................................................................................................ 23 Proposal to the City of Fort Collins 4 Executive Summary The Executive Summary should highlight the content of the proposal and features of the program offered, including a general description of the program and any unique aspects or benefits provided by your firm. TruePoint Solutions understands that the City of Fort Collins seeks a partnership with two qualified companies to provide consulting services for Accela software configuration and support. The selected firms will work with the City’s staff to enhance the City’s existing configuration of the Accela Land Management solution, implement new functionality and features, design and revise reports using Crystal Reports 2013 and possibly troubleshoot issues with various features of the Accela Civic Platform. TruePoint has been providing these types of services to the City since December of 2009. We greatly value and would very much like to continue our relationship with the City in undertaking the efforts envisioned under this new proposal. Developing Accela implementation strategies and providing professional services, along with guidance, advice, best practices experience, and the technical abilities to deliver solutions – these are exactly the types of services TruePoint is known for successfully delivering to other agencies on numerous occasions. TruePoint has been involved with many successful implementations from start to finish, and can offer those accounts as references for the City to contact. The ultimate key to continued success in working with the City of Fort Collins will be experienced Project Management skills in conjunction with a team of highly trained professional staff. TruePoint is comprised of some of the most talented individuals in the country in the arena of implementing complex government software solutions. In the time since we first started working with the City of Fort Collins, TruePoint has grown somewhat larger in size. More importantly, we have also grown significantly in depth and breadth of experience. Our company has a combined staff experience of nearly 570 years of designing, developing, implementing, training, and supporting IT systems for local government. Not only does TruePoint possess a phenomenal amount of directly related experience in the industry, it’s a shared experience. The owners and staff all have a common origin of having worked at the same company prior to the creation of TruePoint. This means that most of our staff have worked together for more than a decade, and some staff have worked together for more than two decades. The owners have worked together for almost 28 years. As a result of these long term working relationships – our entire team shares the same perspective on customer service, delivery, and ultimate client satisfaction. Systems Integrators such as ourselves bring extensive industry and product specific experience to an implementation of this nature, providing a valuable, substantial, and rewarding experience to the client. As our customer references will attest, our numerous successes in this area have made TruePoint Solutions the premier partner at implementing the Accela product. Proposal to the City of Fort Collins 5 A. Consultant Information and Experience The Consultant should provide the following information: 1. Primary Contact Primary contact information for the company including contact name(s) and title(s), mailing address(s), phone number(s), and email address(s). Primary Procurement Contact: Kent Johnson Chief Executive Officer 744 Mays Blvd. #10-377 Incline Village, NV 89451 916-259-1293 Primary Project Contact: Cory Probasco Regional Services Manager 10230 Lauren Court Highlands Ranch, CO 80130 2. Qualifications A list of qualifications for the firm and qualifications and experience of the specific staff members proposed to perform the consulting services described above. Identify the primary contact person and roles of each staff member. Please include a summary of the firm’s experience with Accela Software Support, in particular. Identify which resources are located within the US and which are located offshore. TruePoint Solutions is an Accela Platinum partner. We've been in business for over 10 years. We have an extensive list of Agencies for whom we've provided implementation services. These include new implementations, implementations involving conversions from legacy Accela products (Permits Plus, Tidemark, etc.), and perhaps more importantly and more relevant to Fort Collins’ needs, we've been the go-to services provider for an increasing number of clients looking for post-implementation system enhancement and expansion efforts. Our clients look to us to help them further leverage their existing investments in the Accela product line. All of our resources are located within the US. Most are located in the Western US. We have offices in Sacramento, CA and Tucson, AZ as well as consultants based throughout the US - including the Denver-Boulder-Fort Collins metropolitan area. 3. Resumes A résumé for key professional and technical persons assigned to the contract, shall be submitted. Please limit resumes to one page per person. TruePoint’s one page resumes begin below for the following individuals: Keith Hobday – Project Director Cory Probasco – Project Manager Michelle Olson – Implementation consultant Michael Cox – Technical Consultant Erin Griffith – Report Consultant McKenzie Helvick – EDR Consultant Joe Cipriano – Technical Consultant Proposal to the City of Fort Collins 6 Keith Hobday – Project Director KEITH HOBDAY PROJECT DIRECTOR PROFILE Keith is a senior level manager with twenty five years of combined experience in government solutions, professional services and technology. He possesses extensive and proven abilities in, executive management, project management, systems analysis, systems design, team building and successful implementations. PROFESSIONAL EXPERIENCE: TruePoint Solutions, LLC. Loomis, CA 01/05 – Present Partner A founding member and Principal of TruePoint Solutions, responsible for professional services, corporate leadership, and customer satisfaction. Responsibilities include: • Act as the project sponsor, project director, project manager, business analyst, configuration specialist, and/or quality assurance specialist in solo or team projects. • Develop conversion document, programs and test plans • Develop interface document, programs and test plans • Develop scripting specification, scripts and test plans • Develop, maintain and implement project timelines and deliverables • Maintain system life cycle procedures and documentation • Manage end user support procedures and productivity Notable Projects: • City of West Sacramento, CA - Project Director and implementation consultant for Business Licensing, Land Management and Code Enforcement. • City of Asheville, NC - Project Director Accela Automation implementation • County of San Mateo - Project Director Accela Automation implementation • County of Stanislaus - Project Director Accela Automation implementation • City of Santa Monica, CA - Project Director Accela Automation implementation • City of Oklahoma City, OK – Project Director Accela Automation implementation • City of Palo Alto, CA – Project Director Accela Automation implementation • City of Tacoma, WA - Project Director, Accela Automation implementation for Building, Land Use and Site Development • City of El Paso, TX – Project Director, Accela Automation implementation for Building, Planning, Health, Fire and Code Enforcement • City of Sacramento, CA - Project Director, Accela Automation implementation • County of Sacramento CA - Project Director, Accela Automation, Wireless, Apps, ACA, and AGIS implementation for Land Management and Business Licensing • City of Alameda CA - Project Director, Accela Automation implementation for the Building, Planning, Code Enforcement, Public Works and Fire departments • City of Tigard, OR - Project Manager/Implementation Consultant for the Tidemark to Accela Automation implementation • City of Reno, NV - Implementation Consultant, Tidemark upgrade to Accela Automation SOFTWARE EXPERIENCE: • Accela Automation • Crystal Reports • Tidemark • Permits Plus • Hansen • Kiva EDUCATION: Bachelor of Science, Computer Science, 1987 Proposal to the City of Fort Collins 7 Cory Probasco – Project Manager CORY PROBASCO PROJECT MANAGER PROFILE Cory is a senior level project manager and consultant with over 15 years of combined experience in public sector solutions, professional services, and technology. He possesses extensive and proven abilities in managing the implementation and integration of multiple business systems and applications for a variety of public agencies and private organizations. Specific areas of expertise include: • IT Project & Professional Svcs Mgmt • Business Analysis/Business Process Reengineering • Requirements Analysis & Documentation • CAD/Mapping • Geographic Information Systems • Infrastructure Management Systems • Permit & Land Management Systems • State & Local Government Practices PROFESSIONAL WORK EXPERIENCE: TruePoint Solutions, Sacramento, CA Implementation Consultant 2007 - Present Responsible for managing both small and large software implementation projects. Specific duties include: • Managing and completing business and configuration analysis • Configuring software to specific client requirements • Managing project scope, timeline/schedule, and project budgets • Ensuring the proper completion of all relevant project paperwork and reports. Recent projects include: • City of Denver, Colorado (Licensing Implementation) – Provided project planning, initiation, business analysis, and system design and configuration services as part of a multi-year, multi-departmental project to implement Accela software to manage the City’s permitting, land development, code enforcement, and business licensing activities. Served as lead technical resource for the Excise and Licenses portion of the Denver implementation. • Fort Collins, Colorado – Provided business consulting, project management, and implementation services for expansion of the City’s existing Accela Automation environment to support additional departments/business units (including Planning and Code Enforcement). • Adams County, Colorado – Provided business analysis, technical oversight, and system configuration services as part of a project to implement Accela Automation across multiple County departments. Also provided ongoing post-implementation support and delivery of system enhancements including ACA. • City of Indianapolis, Indiana – Responsible for consulting, business analysis, and system configuration activities as part of a project to implement Accela across all divisions within the Department of Metropolitan Development and related, external agencies. Project involves implementation of Accela software to support the City’s planning, permitting, zoning, code enforcement, and inspection activities. Bentley Systems, Denver, Colorado Senior Professional Services Project Manager 2005 - 2007 Provided project management services for multiple projects as part of Bentley Systems Professional Services Group. Led teams of technical and consulting staff, contractors, and sub- consultants working on a portfolio of software development and implementation projects. Manage project delivery lifecycle from proposal through final acceptance of deliverables. EDUCATION: • Elmhurst College, May, 1996 Bachelor of Science, Cum Laude, Geography and Environmental Planning Proposal to the City of Fort Collins 8 Michelle Olson – Implementation Consultant MICHELLE OLSON IMPLEMENTATION CONSULTANT For nearly 9 years Michelle has been successfully leading implementation teams on permitting software systems. Responsibilities have included business analysis, software configuration, data conversion analysis, report specifications, client training and go live support. Her problem solving and excellent leadership skills have yielded success on such projects as: PROFESSIONAL EXPERIENCE TruePoint Solutions Loomis, CA Implementation Consultant July 2012 - Present Conducted analysis and documentation of complex business processes and proposed application solutions. Performed custom system software configuration and testing of all application solutions in an enterprise wide SQL database environment. Provided client user training, report analysis and specifications. Engagements include: • Gwinnett County, GA • Boulder County, CO • City of Asheville, NC • Weld County, CO Kings Canyon Technology Inc. Reedley, CA Implementation Consultant 2009 – 2011 Conducted analysis and documentation of complex business processes and proposed application solutions for a variety of governmental service departments. Performed custom system software configuration and testing of all application solutions in an enterprise wide SQL database environment. Engagements include: • City of Westminster, CO • Mohave County, AZ • City of Downey, CA • State of Oregon • San Diego County, CA Accela, Inc. San Ramon, CA Implementation Consultant/Principal Consultant 2006 – 2009 Conducted analysis and documentation of complex business processes and proposed application solutions for a variety of governmental service departments. Engagements include: • City of Evanston, IL – Accela Automation Implementation • Department of Health, DC – Accela Automation Implementation • Alcohol and Beverage Regulatory Administration, DC – Accela Automation Implementation City of Westminster Westminster, CO Applications Specialist/Building Permit Technician 2000-2006 • Provided extensive database records management and maintenance. • Maintained all records and databases including project files and inspection reports. • Coordinated the entire permit review process and resolve inter-departmental issues. • Prepared technical documents for commercial and residential developments. • Provided comprehensive administrative duties for Accela Automation software. • Created user groups and provided City Staff with appropriate access hierarchies. • Tested and evaluated custom built configurations and resolved all inconsistencies. • Troubleshooting and serviced complex process errors and malfunctions. • Designed and implement City training programs for Accela Automation end users. • Assisted Accela Staff with mapping of historical database tables to new platform. Proposal to the City of Fort Collins 9 Michael Cox – Technical Consultant MICHAEL COX TECHNICAL CONSULTANT PROFILE During Mike’s career, he has gained technical knowledge in both the public and private sectors. He has a consistent record of solving client problems resulting in a user friendly experience, and he produces effective procedures and creates complicated interfaces with existing client or 3rd party software. He communicates well with all levels of staff, is detail oriented and delivers a high quality product. PROFESSIONAL EXPERIENCE: TruePoint Solutions, LLC. Loomis, CA March 2013 – Present Technical Consultant As a Technical Consultant Michael created report specifications, Developed strategies for converting data from legacy systems, created data conversion documents and data conversion programs, and created Java scripts and interfaces to 3rd party systems. Notable projects include: • City & County of San Francisco, CA • City of Ceres, CA • City of Cleveland, OH • City of Concord, CA • City of Omaha, NE • City of San Leandro, CA • City of Santa Monica, CA • City of Stockton, CA • City of Tacoma, WA • Clackamas Co., OR • Gwinnett Co., GA • Gwinnett Co., GA • Sacramento Co., CA • Sacramento Co., CA • San Mateo Co., CA Turn-Key Solutions, Inc. Roseville, CA 07/05 – 03/13 Owner & Chief Executive Officer Identified and executed various strategies involving mortgage, real estate and property preservation to leverage opportunities within the California real estate market. Negotiated contracts with customers and vendors. Managed company finances including working capital, accounts receivable/payable and payroll. Managed profitability of various functionally and geographically specific initiatives. Recruited, trained, managed and terminated human resources. Ensured legal compliance with various real estate, mortgage, contracting and employment laws. City of Roseville Roseville, CA 02/05 – 06/05 Preventive Maintenance Systems Specialist Supported City’s Environmental Utilities’ Hansen V7 preventative maintenance system while interacting with City's IT department. Hansen Information Technologies (Infor) Sacramento, CA 10/00 – 12/04 System Integrator Conducted and supervised requirements analysis, design, programming, testing and documentation of software solutions during implementation of all Hansen software modules. Notable projects include: • County of Riverside, CA • Mid-Kent Water, London, UK • City of Winston-Salem, NC • Caltrans • City of Troy, MI • City of Louisville, KY Proposal to the City of Fort Collins 10 Erin Griffith – Report Consultant ERIN GRIFFITH REPORT CONSULTANT PROFILE Erin came to TruePoint with 10 years of programming and report development experience and has worked on a number of projects over the last two years for TruePoint. PROFESSIONAL EXPERIENCE TruePoint Solutions Technical Consultant (Reporting Specialist) Jul-2010 to Present As a Technical Consultant on various projects Erin has the following responsibilities: • Create Report Specification and Reports in Crystal or SSRS • Develop strategies for converting data from legacy systems • Create data conversion documents and data conversion programs • Create interfaces to 3rd party data • Create JAVA scripting (Event Scripts) to automate business processes • Installation of various products on clients servers Selected TruePoint Engagements: • Stanislaus County, CA – Report writer and reporting trainer • San Diego County, CA - Report writer • Atlanta, GA - Report writer • Corvallis, OR - Report writer and reporting trainer • Clackamas, OR - Report writer and reporting trainer • Asheville, NC – Report writer and reporting trainer Company Confidential Crystal Reports Developer Jul-2009 to 2010 Erin was the sole report writer at an extremely fast paced company which deals with mortgage valuation and other real estate products. Most of her work involved PL/SQL ad-hoc queries and packages that are accessed by Crystal Reports. Responsibilities included: • Working with departments throughout the company to create a suite of reports to meet each group’s needs • Custom design of customer reports and procedures using mainly Crystal Reports and PL/SQL • Rewriting and optimizing stored procedures and packages • Developing procedures and packages in Oracle using PL/SQL CorVel, OHSU, Foundation, Integra Telecom, Epiq Systems Crystal Reports/SQL Developer Dec-2005 to Jun-2009 During this time Erin worked on contracts with a variety of companies through Kforce (Integra), ATSI Group (CorVel and Epiq), and OHSU Foundation. She worked mainly as a Crystal Reports Developer with some time spent as a SQL developer as well. Genesis Financial Solutions, Inc. Crystal Reports Developer Sep-2004 to Dec-2005 At GFS Erin was the Crystal Reports Developer for a company specializing in debt purchasing and recovery. I did everything that goes between the Data Warehousing and the final Crystal Report. This includes managing and coding for the Data Mart, writing and testing the queries for the reports, and development and quality assurance of the reports themselves. Proposal to the City of Fort Collins 11 McKenzie Helvick – Electronic Document Review Consultant MCKENZIE HELVICK ELECTRONIC DOCUMENT REVIEW CONSULTANT PROFILE Over the past 6 years, McKenzie has shown herself to be a hardworking, driven individual who has risen to the challenges presented by over twenty major Public Sector engagements. Her primary focus has been on the analysis and implementation of Accela Automation projects. McKenzie is a graduate of economics with strong interest in management, market research, finance, data analysis, and business consulting. PROFESSIONAL EXPERIENCE TruePoint Solutions Loomis, CA Implementation Consultant May 2008 – Present As an implementation consultant on various projects McKenzie was responsible for configuring Accela Electronic Document Review, and configuring/supporting ACA. Other responsibilities included defining and documenting processes, determining inefficiencies/sharing best practice implementation approaches with each client, and documenting/developing event scripts and batch processing automation. Engagements include: • City of Alameda, CA • City of Clearwater, FL • City of Concord, CA • City of Corvallis, OR • City of El Paso, TX • City of Hesperia, CA • City of Peoria, AZ • City of Reno, NV • City of Rochester, MN • City of Sacramento, CA • City of Tacoma, WA • City of Tigard, OR • City of Yorba Linda, CA • Clackamas County, OR • Contra Costa County, CA • Gwinnett County, GA • Monterey County, CA • Pinal County, AZ • Sacramento County, CA • San Diego County, CA • Tahoe Regional Planning Agency • Town of Paradise, CA EDUCATION University of Oregon, Eugene, OR; Aug 2007 – Dec 2007 Doctorate Program-Economics Sonoma State University, Rohnert Park, CA; Jan 2006 – May 2007 BA, Economics GPA: 3.74 Dean’s List: Spring/Fall 2006, Spring 2007 Cum Laude Honors Honors of Distinction Sierra College, Rocklin, CA; Jan 2004 – Dec 2005 AA, Social Science & Liberal Arts GPA: 3.447 President's Honor Roll 2004 & 2005 Intercollegiate Softball Major: Economics Proposal to the City of Fort Collins 12 Joseph Cipriano – Technical Consultant JOSEPH CIPRIANO TECHNICAL CONSULTANT PROFILE Responsible for the coordination and allocation of personnel resources to individual Land Management projects. Assist and support project managers in overall project management approach & problem solving. Monitor progress and status of projects. Provide technical expertise in the Land Management and Consumption Billing arenas. PROFESSIONAL EXPERIENCE: TruePoint Solutions, LLC. Loomis, CA 05/07 – Present Senior Technical Consultant As the Senior Technical Consultant at TruePoint Solutions, Joseph has utilized his technical background to assist in large and small implementations with various software products. His attention to detail and his organizational skills result in quality installations. Responsibilities include: • Create Report Specification and Reports in Crystal or SSRS • Develop strategies for converting data from legacy systems • Create data conversion documents and data conversion programs • Create interfaces to 3rd party data • Create JAVA scripting (Event Scripts) to automate business processes • Installation of various products on clients servers Notable Projects: • Buncombe County, NC – Converted historical data into clients existing Accela Automation database. • County of San Diego, CA – Develop JAVA script interfaces to handle real time events in Accela Automation environment. • City of West Sacramento, CA – Create Transact SQL procedure to convert Parcel and Address information into staging tables for Accela APO interface. • Clackamas County, OR – Converted historical data into clients existing Accela Automation database. • Stanislaus County, CA – Converted historical data into clients existing Accela Automation database. Hansen Information Technologies Sacramento, CA 07/95 – 05/07 Data Conversion Specialist Joseph was recognized for his technical talents early in his career with Hansen and was assigned many varying tasks on large and small implementations. Responsibilities included: • Worked in team environments as either the lead conversion/interface developer or as a member in large conversion/interface implementations. • Acquire Business processes and procedures at client sites to organize, document and create a functional analysis of business requirements. SOFTWARE EXPERIENCE: • Accela Automation, AMO, ACA, • Oracle 7.3/8/8i/9i/10g/11g Client and Server • Oracle PL/SQL • Crystal Reports • Visual Studio • Windows Operating Systems • Microsoft Office • SQL Server 7/2000/2005/2008 R2 • Java Script • Microsoft Transact SQL • SQL Server Reporting • PL/SQL Developer • Dbase Proposal to the City of Fort Collins 13 4. Licenses and Certifications Provide a list of Consultant’s applicable licenses and certifications. Since 2005, TruePoint Solutions has enjoyed a premier, Platinum certified Accela services partnership. 5. Resource Availability Describe the availability of project personnel to participate in this project in the context of the Consultant firm’s other commitments. TruePoint generally has multiple efforts underway at any given time. This is typical of the type of work we perform. Though our resources are often involved in multiple efforts concurrently, the type and nature of the work to be performed and the level of effort required are taken into account when allocating resources to projects. TruePoint understands that over-allocating and/or constantly juggling resources among projects can be disruptive and inefficient. To avoid this, TruePoint will work with the City to evaluate the resource requirements and desired implementation timeline for each Work Order identified under this project (as they are identified). TruePoint will work with the City to develop an appropriate project plan, resource plan, and project schedule for each work order that will allow for completion of the work order in the most efficient, timely, and effective manner possible. With those items defined and agreed upon, TruePoint will factor Fort Collins’ project resource needs into our overall resource plan along with any other commitments and then dedicate the necessary resources at the level required to complete the Work Order within the agreed upon timeline. We feel this approach provides the flexibility necessary to allow us to dedicate the best resource(s) for any given need for the level and the duration of time necessary to best serve the need. It also allows us to quickly respond to changing needs and/or changing timelines and even support work on multiple concurrent Work Orders should it be necessary or desirable to do so. Given this, along with our recent growth and expectations for continued growth, we are confident that we can dedicate the resources needed to successfully deliver the services and solutions this project will require. 6. List of Similar Projects Provide a list of similar projects completed in the last five (5) years by the key members of the proposed team. This is a critical portion of the proposal to be evaluated in order to help in the selection of the firm that can provide the needed technical services during • City of Fort Collins, CO • City and County of Denver, CO • Arapahoe County, CO • Boulder County, CO • City of Westminster, CO Proposal to the City of Fort Collins 14 the term of this contract. • Adams County, CO • Weld County, CO • City of Sacramento, CA • Sacramento County, CA • City of Omaha, NE TruePoint’s experience also includes our work with all the following Agencies 7. References References (current contact name, current telephone number and email address) from at least three municipal/public sector references worked with during City of Fort Collins , CO 281 North College Avenue , Fort Collins, CO 80524, Proposal to the City of Fort Collins 15 the past five (5) years and that have involved the staff proposed to work on this project. Provide a description of the work performed. Kristi Kreisher IT, Systems Analyst, 970-416-2479, kkreisher@fcgov.com Work Performed: Accela Application Support Services including implementation of new record types, new modules, report development, training business analysis and consulting. City and County of Denver, CO 201 W. Colfax Ave, Dept. 203 Denver, CO 80202, Judy Steele, Department of Excise & Licenses 720-913-4884, judy.steele@denvergov.org Work Performed: Implementation of licensing and renewal functionality for Denver Excise and Licenses Department – including business analysis, solution design, configuration, EMSE scripting, reporting, training, support. Arapahoe County, CO 5334 S. Prince St., Littleton, CO 80120 Nathan Ripplinger Arapahoe County IT, NRipplinger@arapahoegov.com Work Performed: System Administrator training, business analysis, record and workflow design, configuration, and scripting for enhancement of Planning and Engineering implementations. Boulder County, CO Mary Hagler, Boulder County IT, 303-441-3941 mhagler@bouldercounty.org Work Performed: System upgrade support, business consulting, implementation of new record types for Transportation and Special Events. City of Westminster, CO 4800 W. 92nd Ave. Westminster, CO 80031 Nichole Montgomery Permit Center – Building Division nmontgomery@cityofwestminster.us 303-658-2074 Work performed: System support, Expansion of ACA functionality and implementation of payment processing via ACA (in progress). Weld County, CO Wendi Inloes, Planning Coordinator 970-353-6100 ext. 3543 winloes@co.weld.co.us Proposal to the City of Fort Collins 16 Mark Thomas, Senior Chemist, Weld County Dept. of Public Health and Environment 970-304-6415 mthomas@co.weld.co.us Work Performed: Code Enforcement implementation, Implementation of Planning, Implementation (initial) of ACA, report development, system support. Implementation of renewal functionality for Health Dept. Septic Cleaners and Installers licenses, report development, system support. 8. Accela Partner Is your firm an Accela Business Partner? TruePoint has been a Premier Accela Business Partner since 2005. B. Scope of Services 1. Understanding of Required Services 1. This section should demonstrate the understanding of the Consultant (and any applicable sub- consultants) of the required services, and of the policy and procedural issues that may be involved in providing such services. Included should be a description of the understanding, expertise, and experience of the Consultant (and any applicable sub- consultants) in relationship to each item or task listed in Scope of Work section above. The narrative should include any options that may be beneficial for the City to consider. TruePoint Solutions has resources local to the Denver-Boulder-Ft. Collins metropolitan area with more than 10 years of Accela-specific consulting experience and more than 6 years of that experience writing scripts and implementing integrations in Accela Automation. In addition, we have other experienced technical, consulting, and training resources based in our Sacramento and Tucson offices and engaged throughout the US. While our local staff is experienced in nearly all of the projected enhancement items detailed in the Scope of Services section of the City’s Request for Proposal document and will serve as the primary/first-line contacts, they also have the ability to coordinate with and draw upon our other resources if/as needed in order to support any specific implementation or integration efforts needed on behalf of the City of Fort Collins. TruePoint has specific experience working with the City of Fort Collins in exactly the manner described in the Request for Proposals. Our consultants have established working relationships with City staff and stakeholders. We are familiar with the City’s Accela environment and the processes and procedures under which we will need to operate in order to successfully deliver the services and support defined in this proposal. In short, TruePoint has the depth and breadth of talent and experience to successfully deliver and support any and all of Fort Collins’ Accela-related needs. Proposal to the City of Fort Collins 17 Working with the City, TruePoint intends to draw upon this talent and experience in the manner that fits the City's needs in the best, most efficient, and most cost- effective manner. 2. Response Summary a. EDR Implementation Provide a response consisting of a summary description of the following project that will provide an example of how the Consultant and any affiliated sub-consultants would or have performed the activities included in the scope of work in the past. Specifically, please address the following scenario and provide detailed information related to tasks, timelines, personnel (positions) required and fees and costs. a. The City of Fort Collins will be implementing Accela Document Services and Accela Electronic Document Review in 2015. The initial implementation of Accela EDR will include Building Department plan reviews only, which will involve three City plan reviewers in the Building department. The City uses SIRE as an enterprise document management system, which is not integrated with Accela. Therefore, the City will be implementing Accela Document Services prior to the implementation of Accela EDR. The City currently holds Adobe Pro XI licenses for the Building department plan reviewers. However, the City is considering using ePlanCheck as the electronic plan review solution. The City currently has Accela Citizen Access configured for permit/project viewing and inspection scheduling only. No application processes are available via ACA as of yet. EDR implementations can be somewhat unique based on specific agency requirements. Specific requirements will need to be discussed in detail before a true Fort Collins-specific plan with a detailed schedule and hard costs can be developed. However the following represents a typical approach. Additionally, if the City is willing to do a pilot project, utilizing existing standards and best practices, it may be possible to fast track an initial EDR implementation to more rapidly get basic functionality in place and then use the information gained in performing the pilot to further refine, develop and expand upon the implementation and incorporate more Fort Collins-specific functionality. The start to finish timeframe of an EDR implementation for Fort Collins will depend a lot on how fast the agency can make decisions on internal policies and procedures around the EDR processes. 1. Internally, the City will need to create the business rules and policies for the EDR process and address the following questions and tasks. • What type of plans will you allow? • Will you start with a pilot project with a few professionals? • Determine if you’ll use the existing Adobe Acrobat licenses or move to ePlanCheck instead • Determine workstation requirements and large monitors requirements • Use of standard and/or custom stamps • Electronic codes • Identify what changes, if any, will be made to current workflow to utilize or take better advantage of EDR functionality • Identify any changes that may be necessary to your ACA configuration to better utilize EDR functionality. 2. Once these items have been determined, TruePoint will work with the City to develop an implementation plan that includes the following tasks and activities: • Installation: TruePoint will work with City IT staff to configure workstations that will use Electronic Document Review. Proposal to the City of Fort Collins 18 • Business Analysis: TruePoint consultants will work with City staff and subject matter experts (plan reviewers, etc.) to analyze and document the Electronic Document submission and approval process. We will work with your agency to identify and review: o What documents will be submitted online through Accela Citizen Access and Accela Automation for EDR. o How workflows associated with the document review process will need to be modified. o Requirements for workflow tasks assignment o Versioning of documents o Process steps within the Agency’s workflow associated with reviewing plans. o Requirements for notifications via email. o Stamps to be used on submitted documents. o What information will be presented via Accela Citizen Access. • Configuration: TruePoint will work with the City to configure Accela Automation to accomplish the items identified and agreed to during Business Analysis. • Event Scripting: TruePoint will work with the City to identify and create EMSE Event Scripts to automate process where possible and practical. • Final Testing and Acceptance: TruePoint will work directly with Agency staff to test the configured EDR process from beginning to end. • End-User Training: Provide training (typically train-the trainer type training) for the appropriate City staff/subject matter experts. Trained City staff/subject matter experts would then typically train additional staff as needed. • Go Live Support: TruePoint consultants will be available to support questions or issues when EDR is put into production. 3. The following are typical of the assumptions involved in the plan/approach described above: • Prior to configuration of EDR o The City will install .Net Framework 4.0 Client Profile and Adobe Acrobat Pro (or ePlanCheck) software. The chosen plan review software package must be purchased and installed separately for each Agency user who will be interacting with Accela Electronic Document Review for plan review and markups. The Agency will use the standard Accela installation for Adobe (or ePlanCheck). o The Agency will be installed on the appropriate version of Accela Automation. (not an issue in the case of Fort Collins as you are currently using version 7.3.1) • For the duration of the project the Agency will: o Make available the appropriate subject matter experts to provide needed information, participate in the analysis and verify the accuracy of the information provided. o Adhere to agreed-upon timelines o Provide access to Agency equipment and network. • Implementation will take place in a Development environment and moved to Production at go-live. • The configuration of Accela Electronic Document Review will build on the configuration, record types, and workflow tasks the Agency already has in place and allow for modifications to the document review process. Processes to submit, review, and accept documents will leverage the current configuration. • The configuration of Accela Electronic Document Review will build on Accela Citizen Access configuration that the Agency already has in place. Application processes through Accela Citizen Proposal to the City of Fort Collins 19 Access will have already been configured and enabled. Configuration of new online applications and new or updated page flows constitutes additional scope. (Note: this is an important item as the City is currently only using ACA for permit lookup and inspection scheduling. If ACA functionality remains limited to these capabilities, its use for EDR processes will also be limited.) • The Agency will leverage stamps provided out-of-the box. Basic instruction on the creation of stamps will be provided. One custom stamp for static text only, simple dynamic stamp and dynamic stamp with input will be created. These samples will be used as training exercises. The Agency will be responsible for creating any additional stamps that will be required. • The Agency will leverage buttons provided out of the box and provide training and instruction on the creation of custom buttons with links. • The Agency will use the EDMS/ADS currently in place for documents. (Fort Collins has already indicated that ADS will be utilized, but will need to be installed prior to starting EDR implementation). • The Agency will be familiar with the basic functionality of the Adobe Acrobat (or ePlanCheck) software. • In Final Testing and Acceptance, the Agency will: o Develop use cases / test cases needed to test the configuration. o Allocate appropriate staff to the testing effort to ensure that the system is operating per signed specifications and ready for the move to production. Level of effort and, subsequently, project costs and implementation timeline will vary based on an Agency’s specific requirements for EDR functionality. As stated earlier, EDR implementations can be somewhat unique among agencies. Specific requirements will need to be discussed in detail before a true Fort Collins-specific plan with a detailed schedule and hard costs can be developed. However, for purposes of this proposal, TruePoint estimates that an EDR implementation effort using an approach like the one described above would involve approximately 200 hours of effort (by TruePoint resources) over an approximately 2 to 3 month timeframe. Prior to undertaking such an effort, TruePoint would work with the City to further refine the requirements and scope of the effort in order to determine a more detailed level of effort/cost estimate. Similarly, TruePoint would work with the City to develop a mutually agreeable project plan and schedule. 3. Project Management Describe how a project would be managed and who would have primary responsibility for its timely and professional completion. Include a description regarding how the analysis will be performed for the various areas identified, the methods and assumptions used, and the limitations of the analysis. TruePoint and City Project Managers will share responsibility for the timely and professional completion of this effort. The TruePoint Project Manager will be responsible for executing the project plan and managing TruePoint implementation resources. The City Project Manager will be responsible for managing/coordinating City staff and Subject Matter Expert involvement and making sure City resource requirements are met based upon the agreed upon project plan and schedule. In addition, the TruePoint Project Manager is empowered to make decisions on behalf of TruePoint to best suit the needs of the City’s implementation. TruePoint Project management services typically include following activities: • Development and Management of a Project Plan: Our Project Manager will develop, based on the draft timeline included in this proposal, a realistic Proposal to the City of Fort Collins 20 and detailed project plan which will serve as the timeline for all activities comprising this implementation. The project plan is a Microsoft Project document, and will be updated regularly. • Issue Log Management and Escalation: During scheduled implementation meetings, it is incumbent upon our Project Manager to identify and bring forth discussion on any issues for immediate resolution. Our Project Manager will ensure the ongoing maintenance of an issue log, wherein issue severity, resolution, assignments, and timelines are documented throughout the implementation. • Status Reporting: We will provide status reports that outline completed tasks, upcoming tasks and resources needed, an updated version of the project plan, and a listing of any issues that may place the project at risk (e.g., issues that may delay the project or jeopardize one or more of the go-live dates). • Change Order Management: Change management is handled at the operations management level, where our Project Manager is empowered to make decisions and approvals relative to change. Often change orders can be affected through appropriate management of other tasks, without change in costs or significant changes to project timelines. All change orders will be documented and approved prior to execution. • Resource Management: Effective management of all resources is imperative. With guidance from our executive team, our Project Manager is empowered to make decisions on how, when, and where resources are allocated to specific activities throughout the implementation. 4. Methodology and Timeline Describe the methods and timeline of communication your firm will use with the City’s Project Manager and other parties. Task oriented work of a more short term nature would likely be delivered immediately as requested utilizing a more informal project management approach. For more complex, medium to long term efforts, a more formal project approach and communication methodology will be utilized. Due to its scope and nature, TruePoint would use the more formalized communication methodology for the proposed EDR implementation and would include a communication timeline as part of the implementation plan. Typically this would involve weekly project team status meetings and formal weekly project manager meetings. It would also involve informal ad hoc communications as necessary to keep the project moving. Periodic status update meetings with project stakeholders may also be desirable. Proposal to the City of Fort Collins 21 5. Software and Analysis Tools Include a description of the software and other analysis tools to be used. For EDR implementations, TruePoint utilizes an EDR questionnaire to help determine preliminary requirements from a client. The questionnaire is also used to help guide discussion during analysis sessions. The questionnaire has been used and refined over the course of a number of EDR implementations. It serves as a tool, but not the only tool for gathering requirements. Our consultant’s expertise in implementing Accela and EDR is an extremely important and useful tool employed during analysis. In terms of other software and analysis tools, Microsoft Word, Excel, and Visio are used to capture and document the results of analysis sessions as well as review and confirm analysis results with the client. 6. Database Conversion Tool Provide detailed information of how the database conversion tool will be developed and implemented. Database and software requirements and limitations or challenges anticipated. TruePoint technical staff are very familiar with and proficient in the use of Accela’s data migration tools. Where needed, our technical team resources can and have developed conversion programs and pre- and post-conversion routines using SQL and PLSQL as well as other development tools. TruePoint also has experience using Accela’s tool for converting documents into ADS. 7. Subcontracts Identify what portion of work, if any, may be subcontracted. TruePoint does not intend to utilize subcontractors for any of our project work with the City of Fort Collins. 8. Additional Technology If applicable, Consultant shall provide a detailed narrative of additional technology, tools, and various resources that may be needed to complete the work. We are confident that the tools and functionality available with the Accela products and tools described in items 5 and 6, above, are sufficient to complete the work requested by the City. Proposal to the City of Fort Collins 22 C. Fees General Labor and Direct Costs. This section should consist of a schedule of hourly rates by each labor category and an additional schedule for direct costs associated with the performance of such work, for both the Consultant and for any sub-consultants. Include the percent mark-up for sub-consultants and expenses if applicable. Reasonable expenses will be reimbursable as per the attached Exhibit F Fort Collins Expense guidelines. Consultant will be required to provide original receipts to the City for all reimbursable expenses. Rates shall be good for a minimum of one year and may be allowed an increase at time of renewal upon both parties approval.1. Specific Scope of Services Costs 1. Specific Scope of Services Costs. This section should consist of a schedule of costs relating to the specific items included in the Scope of Work section. This should include any and all specific costs, separate from the Consultant’s/sub-consultant’s general labor and direct costs that would be associated with providing those services. Provide estimated hours for each proposed or optional task, including the time required for meetings, conference calls, etc. 2. Other Costs. A schedule of costs, not included above, for any additional services that you believe, based upon your professional experience, may be of value to the City under specific circumstances. The City of Fort Collins is forecasting the implementation of Accela Document Services and Accela Electronic Document Review in 2015. In spite of the information provided for this undertaking, a more detailed sense of the scope is required in order to accurately convey the level of effort and subsequent project costs for implementing EDR functionality. However, a simple sense of what the City might expect for an implementation of this nature can be derived from our figure of 200 hours of effort at a general consultancy rate of $165.00/hour to arrive at a total of $33,000. Rate Hours Total $165.00 200 $33,000 As we noted above, EDR implementations can be unique among agencies, and specific requirements will need to be discussed in detail before a true Fort Collins-specific plan with a detailed schedule and hard costs can be developed. Prior to undertaking such an effort, TruePoint would work with the City to further refine the requirements and scope of the effort in order to determine a more detailed level of effort/cost estimate. The following table offers a schedule of our firm’s costs relating to the specific items/roles necessary for implementing the other projected enhancements identified in the Scope of Work section of the City’s RFP. Implementation Services Support Task Rate Project Management $165.00 Business Analysis $165.00 System Configuration, EMSE Scripting $165.00 Data Conversion, System Interface/Integration $165.00 Reports Creation, ARW Reports Conversion $165.00 Training-related Services $165.00 • TruePoint has established a standard blended rate of $165 per hour for services. This rate covers all tasks typically needed for any Accela implementation. • Fixed priced quoted for services can be derived as detailed scopes of work are defined and work orders are developed under this effort. • Travel and On-Site Expenses will be billed as incurred per Fort Collins Expense guidelines. TruePoint will make every effort possible to minimize expenses. Proposal to the City of Fort Collins 23 D. Sustainability In no more than two (2) pages please describe how your organization strives to be Sustainable in the use of materials, equipment, vehicles, fuel, recycling, office practices, etc.. TruePoint tries to incorporate environmental sustainability into our efforts at all times. In general, TruePoint tries to minimize to the extent possible the unnecessary use of bulky binders, folders, binding clips or other items that do not conduce to easy recycling. We have not submitted any or a greater number of samples, attachments or documents not specifically requested. Finally, in the day to day routine of their project work, our conscientious consultants utilize every possible means of furthering the minimization of power usage, paper waste, and other forms of waste. Most of our staff telecommute in some manner; A significant number work from home offices. In our day to day consulting and development work, analysis and documentation activities are conducted using as little paper as possible. Documentation is compiled and delivered in digital format unless we are contractually obliged to deliver hardcopy documentation. System configuration, report development, system integration/interface and conversion development efforts are performed remotely as much as possible/practical in order to minimize travel and the resultant energy consumption and pollution production. Where appropriate and effective, online meetings are used to support/supplement in-person meetings to further reduce the need for travel. E. Additional Information Provide any information that distinguishes Consultant from its competition and any additional information applicable to this RFP that might be valuable in assessing Consultant’s proposal. Explain any concerns Consultant may have in maintaining objectivity in recommending the best solution for City of Fort Collins IT. All potential conflicts of interest must be disclosed. TruePoint does not foresee any conflicts of interest. Proposal to the City of Fort Collins 24 one TruePoint Solutions, LLC 10230 Lauren Court, Highlands Ranch, CO 80130 744 Mays Blvd., #10-377, Incline Village, NV 89451 916-259-1293 Kent Johnson Kent Johnson Chief Executive Officer kjohnson@truepointsolutions.com 916-259-1293 916-607-4490 • City of Seattle, WA • New York City, NY EDUCATION: Bachelor of Science, Business Administration - Management of Information Systems, 2002 Government Industry Focus: • Land Management and Permitting • Business and Trade Licensing • Code Enforcement • Asset Management • Utility Billing • IT Consulting