Title
Planning, Zoning, Plan Review, and Permitting Application - RFP 19-019 - Requirements Contract (Ordinance S-46102)
Description
Request to authorize the City Manager, or his designee, to enter into a contract with Accenture, LLP (or its City-approved designee) to provide new planning, zoning, plan review, permitting and inspections application software; and to enter into a contract to purchase software licenses from Carahsoft Technology Corporation (or its City-approved designee) through the State of Utah’s National Association of State Procurement Officials (NASPO) Master Agreement AR2472 along with State of Arizona Participating Addendum CTR046098 for the Planning and Development Department (PDD). The aggregate contract value shall not exceed $31.6 million. Further request the City Controller to disburse all funds related to this item.
Report
Summary
The Kiva application tracks development citywide, including Plan Review, Inspections, Permitting and Historic Preservation activity. Planweb is a separate application that tracks planning, rezoning and zoning adjustment activity. Kiva and Planweb support over 400 PDD staff responsible for all zoning and permitting in the City of Phoenix. Activity supported last fiscal year included nearly 118,000 visitors to the Development Center, over 44,000 permits, 260,000 inspections, and $4.7 billion in total construction permit valuation last fiscal year. Kiva is also used by other City departments including Fire, Water Services and Street Transportation. There are approximately 800 City staff who use or access Kiva as part of their work activities.
Kiva is more than 25 years old, while Planweb is over 15 years old and both have no vendor support and have been highly customized over time. Additional applications have been developed to compliment the core applications. Support for Kiva and Planweb is provided in-house by PDD staff. There is no integration between Kiva and Planweb, requiring dual entries and resulting in inefficiencies in business processes. Ensuring availability and security of these old customized applications has become more difficult over time. In addition, it is challenging to modify old applications to implement process improvements and respond to changes in customer and constituent demands.
These contracts will support the SHAPE PHX Project and will replace the PDD land management applications, including Kiva, PlanWeb, and other supporting applications. This multi-year project will consolidate existing applications into one modern enterprise system that provides a single source for land management information. The new system will result in improved data quality, a better performing, fully supported and secure business application, opportunities to streamline processes and ability to quickly adapt to changes. In addition, the proposed system offers scalability to potentially support business processes in other City departments (i.e. business licensing, zoning code enforcement), integrates with existing City systems (financials, Geographic Information Systems), and reduces the number of independent systems PDD currently supports. Modern systems also provide more transparent and timely access to information to residents, development professionals, and other external customers. The project includes a significantly improved easy to use self-service portal, enhanced Electronic Plan Review, and supports availability of more information through My Community Map and other internet applications not possible under the current system.
This item has been reviewed and approved by the Information Technology Services Department.
Procurement Information
RFP 19-019 was conducted in accordance with Administrative Regulation 3.10. PDD also secured the services of Gartner Consulting, to provide ongoing professional services throughout the procurement process, including but not limited to: assistance with scope of work, business and technical requirements development; high level analysis of vendor proposals; support during vendor evaluation and selection process; assistance with negotiation strategy; and implementation of project deliverables. The procurement allowed offers the option to propose either an on-premise solution or Software as a Service (SaaS) deployment model as a response to the solicitation. Eleven offers were received by the Procurement Division on Dec. 14, 2018.
An evaluation committee comprised of five voting members and eleven subject matter experts who participated in two eight-hour moderated review sessions to determine a consensus score for each criterion. The offers were evaluated based on the following criteria: Requirements - Functional and Technical (300 points), Implementation Services (250 points), Infrastructure, Support and Maintenance (200 points), Experience and Qualifications (150 points), and Price (100 points). The evaluation committee determined that three firms were within the competitive range and those firms were invited to participate in demonstrations. After demonstrations, the evaluation committee reached consensus to move forward with the Best and Final Offer (BAFO) process. The offerors and their final scores are as follows:
Accenture LLP (SaaS): 729.9 points
Computronix (SaaS): 653.7 points
Computronix (On-Premise): 642.5 points
GCOM (SaaS): 421.6 points
GCOM (On-Premise): 407.9 points
The evaluation committee recommended awarding a contract to Accenture, LLP; which includes an option to purchase the following required software licenses from Carahsoft Technology Corporation:
- BasicGov: Application will manage all licensing, permitting, planning and inspection functions.
- F-Secure: Application will provide virus and malware scanning application for files/documents/attachments that users upload into Salesforce.
- Glance: Application which allows for co-browsing so support personnel can troubleshoot/provide guidance with customers.
- Skedulo: Application will provide mobile scheduling and workload management application for inspectors, works inside Salesforce.
- Whatfix: Application will provide interactive and guided help application for customer portal users.
The Planning and Development Director and Deputy Finance Director recommend the offer from Accenture, LLP be accepted as the highest scored, responsive and responsible offeror that is most advantageous to the City. It is also recommended that City Council approve an exception to the limitation of liability provision in City Code 42-18 (A) and (B) to reflect the liability will be no more than three times the contract value.
The Deputy Finance Director further recommends the purchase of the software licenses required for implementation and ongoing maintenance activities from Carahsoft Technology Corporation, through the State of Utah/ NASPO Master Agreement, along with State of Arizona Participating Addendum. In accordance with Administrative Regulation 3.10, a participating agreement is required when the City uses a cooperative agreement from another agency. The contract was awarded through a competitive process consistent with the City’s procurement processes, as set forth in the Phoenix City Code, chapter 43. The State of Utah contract was awarded on Oct. 13, 2016. It is also recommended that City Council approve an exception to the limitation of liability provision in City Code 42-18 (A) and (B) to reflect the liability will be no more than three times the contract value.
Contract Term
The seven-year contract term shall begin on or about Nov. 1, 2019.
Financial Impact
Expenditures for these contracts shall not exceed $31.6 million (including applicable taxes), which includes one-time costs of $109,150, implementation and hosting costs of $19,890,850, and software licensing fees of $11.6 million. The contracts will be funded through the Development Services Fund.
Concurrence/Previous Council Action
On Jan. 24, 2018, Council action authorized the creation of 5.5 additional full-time equivalent (FTE) positions within the Planning and Development Department to establish a team dedicated to the SHAPE Phoenix project; which included the replacement of the planning, zoning, plan review, and permitting application.
This item was recommended for approval at the Transportation, Infrastructure and Innovation Subcommittee meeting on Oct. 2, 2019, by a vote of 3-0.
Department
Responsible Department
This item is submitted by Deputy City Manager Mario Paniagua and the Planning and Development and Finance departments.