Title
A Resolution Of The City Commission Of The City Of Hollywood, Florida, Approving And Authorizing The First Renewal Of The Amendment To The Existing AST Master Services Agreement For The Oracle Enterprise Resource Planning Software (Previously Approved By Resolution No. R-2020-024) For The Oracle Community Development Suite Software For The Department Of Development Services Building Division In An Amount Not To Exceed $744,775.00; Authorizing The Appropriate City Officials To Execute A First Amendment To The Amendment Of The Existing AST Master Services Agreement For The Revision To The Payment Schedule And Performance Period For The Project.
Strategic Plan Focus
Public Safety
Body
Staff Recommends: Approval of the Attached Resolution.
Explanation:
In 2016, the City initiated a program to update all outdated software systems. The following year the City entered into an Agreement with AST, LLC. to implement an Oracle Enterprise Resource Planning, (ERP) system, with modules for the City’s Budget and Performance Management, Financial Services, Office of Procurement Services and Human Resources Departments (R-2017-265). This provided a foundational ERP system for the City to allow for future growth in other needed areas.
To complement this, in 2020 the City amended its Master Services Agreement (“Amendment Agreement”) with AST, LLC. and purchased another custom software solution, known as Oracle’s Community Development Suite. This software Suite included modules for Development Services, specifically the Building, Planning and Urban Design and Code Compliance Divisions, to also be used by Engineering, Fire and Public Utilities (R-2020-024).
Under the 2020 Amendment Agreement, Oracle, in partnership with the City, as part of the Early Adopter Program, is developing software in the future to provide next-generation mission-critical data management capability to help eliminate complexity and human error as compared with the traditional, manual database management that exists in today’s market. This new software suite is slated to replace the existing legacy software systems with a more robust and integrated solution, by utilizing a cloud-based platform to improve core functions, including remote data input and retrieval, by staff customers and the public, manage special projects, and produce complex reports.
The 2020 Amendment Agreement, which is only for implementation of Oracle’s Community Development Suite, was for one year with nine options to renew. (The reason for these terms was to be consistent with the original City-approved AST, LLC. Agreement.)
The current request is two-fold:
1. Renewal of the second year for the 2020 Amendment Agreement in the amount of $744,775.00; and
2. A First Amendment to Exhibit C of the 2020 Amendment Agreement (titled Additional Attachment to Exhibit C-Payment Schedule) to prorate the first year fees, update fees of remaining term, correlate associated milestones to reflect updated fees and align the performance period with the City’s ERP.
Many of these changes are in response to the project kicking off later than anticipated. As a result there is an overall project savings of $57,323.00 (the first three-year cost originally totaled $1,178,325.00 (R-2020-024), and the revised proposed cost for the first three years is $1,121,002.00). The next renewal date is December 1, 2021.
The above fees include implementation, software and 200 licenses and post-production support. Although the project is being done in phases, the payment schedule is based upon adequate completion of programing benchmarks and not only time limitations. A complete breakdown of all fees is attached
The implementation officially started in April 2020 and was originally estimated to take 21 months:
Building Module: 11 months
Planning Module: 6 months
Code Enforcement: 5 months
Currently, in the sixth Sprint, the Building Module is ahead of schedule. In just a few short months, there has been configuration of 67% of all Building Permit types. These delivered permit types represent over 80% of annual permit volume. Below is a breakdown of completed Sprints:
Sprint 1: Created five pilot Permits (a/c change outs, water heater replacements, window and door replacements, re-roofs, and fences)
Sprint 2: Created Electrical permit types
Sprint 3: Created Structural and Mechanical permit types
Sprint 4: Created Plumbing and Fire permit types
Sprint 5: Created Permit types for Engineering, Landscape and Utilities
Sprint 6: Creating custom fields for each discipline with crossover permit types
The Planning and Code modules started in April, 2021.
Staff recommends approval of the second-year renewal to provide the state of the art software program for streamlining the permitting process that is designed and tailor-made especially for the City.
Fiscal Impact:
Funding for this first renewal of the Oracle Community Development Suite was included in the amended FY 2021 Capital Improvement Plan and is available in account number 334.149901.54100.564420.001343.000.000.
Recommended for inclusion on the agenda by:
Russell Long, Assistant Chief Building Official
Shiv Newaldass, Director of Development Services
Gus Zambrano, Assistant City Manager for Sustainable Development
Attachments:
Resolution R-2017-265
Resolution R-2020-024