Title
Approving an agreement with GIS Inc for implementation of CityWorks Permitting, Licensing and Land Management (PLL), a permitting software for Planning and Development Services through an existing agreement with the Texas Department of Information Resources (DIR) for the total amount of $558,000 to be funded by way of American Rescue Plan Act (ARPA) and authorizing the City Manager to execute the same.
Summary
CityWorks Permitting, Licensing and Land Management (PLL) will be replacing MyPermitNow as the Planning and Development Service's software used to manage permits, case files and Code Compliance workflows, documents, licensing and payments. The implementation of CityWorks PLL by GIS Inc will allow for greater reporting and analytical capabilities; increased collaboration and communication both within Planning & Development Services as well as Utilities. In addition, the migration to PLL will allow the City to leverage more of the existing GIS infrastructure already in place for use in dashboards, citizen engagement and transparency. CityWorks PLL is an expansion of CityWorks Asset Management System (AMS), which the city has been using since 2020 and was implemented by GIS Inc. The City of Pflugerville has partnered with GIS Inc several times over the years for various projects ranging from software implementation, customization and specialized training. They are both a Esri (GIS) and CityWorks Platinum Partner and as such specialize in geospatial solution implementation for both vendors.
The implementation contract for CityWorks PLL with GIS Inc. will be funded by a Federal grant through the American Rescue Plan Act. The GIS Inc contract will be obtained through Texas DIR, which allows the city to engage directly with a vendor that guarantees discounted pricing that comply with state procurement laws.
The implementation costs will include:
$413,000 for software configuration, permits, reporting, training and knowledge transfer
$70,000 for public access and portal implementation for online application, plan review, payments, scheduling and integration with EMoney.
$75,000 for data migration from MyPermitNow to CityWorks PLL.
This agreement does not include the actual software, which will be acquired separately using $33,000 of the remaining allocated ARPA funds by way of extending the existing CityWorks contract. The software expenditure is anticipated to occur in October, which will better align with the future renewal contracts.
Prior City Council Action
At the City Council meeting on June 28, 2022, City Council approved the use of $600,000 American Rescue Plan Act (ARPA) funds for the implementation of the new permitting software for Planning and Development Services.
Deadline for City Council Action
Approval is requested on August 9, 2022
Funding Expected: Revenue __ Expenditure _X_
Budgeted Item: Yes X No __
Amount: $558,000
1295 Form Required? Yes __ No _X_
Legal Review Required: N/A __ Required __ Date Completed: _7/6/2022_
Supporting documents attached:
1. Proposal
2. Professional Services Agreement
Recommended Action
Approve the implementation agreement with GIS Inc. for CityWorks PLL software in the amount of $558,000 and authorize the City Manager to execute the same.