Title
Planning, Zoning, Plan Review, Permitting and Inspections Application - Shape PHX Contract Award
Description
This report requests the Transportation, Infrastructure and Innovation Subcommittee recommend City Council approval for Accenture LLP to be accepted as the awarded contractor, in addition to recommending approval to purchase associated required software licenses from a software reseller. The Request for Proposals (RFP) process was conducted with the technical assistance of the consulting firm, Gartner, and was conducted in accordance with Administrative Regulation 3.10. The total estimated cost for this project is $31.6 million over seven years.
THIS ITEM IS FOR CONSENT ACTION.
Report
Summary
The Kiva application currently tracks development citywide, including Plan Review, Permitting, Inspections and Historic Preservation activity. Planweb is a separate application that currently tracks general planning, rezoning and zoning adjustment activity. Kiva and Planweb support over 400 staff in the Planning and Development Department (PDD) responsible for all zoning and permitting in the City of Phoenix. This staff work supported nearly 118,000 visitors to the Development Center, over 44,000 permits, 260,000 inspections, and over $4.7 billion in construction permit valuation during the last fiscal year. Kiva is also utilized by additional City departments including Fire, Water Services and Street Transportation. There are approximately 800 city staff who utilize or access Kiva as part of their work activities.
The Kiva system is more than 25 years old, has no vendor support and has been highly customized. Additional applications have been developed to compliment the core applications. Planweb is over 15 years old and developed in-house with limited scope. Support for Kiva and Planweb is currently provided in-house by PDD staff. There is no integration between the Kiva and Planweb applications, 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.
This proposed contract supports the Shape PHX Project which 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. It will also allow future opportunities to streamline processes and the 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 (financial, 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.
Preparation Efforts
PDD has dedicated significant resources to prepare for the replacement of Kiva, Planweb, and other associated applications. PDD staff in coordination with Finance Procurement and Information Technology Services (ITS) staff completed a request for information (RFI) to research the industry and identify capabilities of software. PDD staff also surveyed 67 cities and counties throughout the nation to learn from their similar efforts. Key themes identified were the importance of up front work including complete business requirements, a comprehensive staff resource plan, and addressing data quality issues. PDD also engaged Gartner Consulting to assist with preparation and provide procurement support. Gartner was selected due to their significant experience with other similar complex projects and their dedicated Land Management Center for Excellence.
Initial support from Gartner included a readiness assessment to identify risk areas; development of solutions alternatives to identify scope, data to be converted, and procurement strategy; and development of technical and business requirements for a request for proposals (RFP) process. Based on issues identified in the assessment, PDD continued engagement with Gartner for data management and conversion planning, gap analysis and business process mapping, and organizational change management (OCM) planning. PDD has a contract with Gartner for project assurance for the first year of the project and may request an extension to cover the duration of project implementation.
All preparation efforts emphasized the importance of assigning adequate staff resources to the project. PDD received City Council approval to create a team that will be fully dedicated to the project. The Shape PHX team includes 5.5 full-time staff members to ensure successful development and implementation of this project.
Procurement Information
RFP 19-019 (KFT) Planning, Zoning, Plan Review, and Permitting Applications Requirements Contract was conducted in accordance with Administrative Regulation 3.10 and issued on Sept. 25, 2018. Seven offers were received on Dec. 14, 2018. The proposals were reviewed by a five member evaluation team representing each of the PDD major divisions and ITS. The evaluation committee participated in two days of moderated review sessions to determine a consensus score.
The offers were scored on the following criteria: Functional and Technical requirements (300 points), Implementation Services (250 points), Infrastructure, Support and Maintenance (200 points), Experience and Qualifications (150 points), and Pricing (100 points). The evaluation committee determined that three proposals were within the competitive range, and those proposers were invited to participate in vendor demonstrations to the evaluation committee. At the completion of three days of vendor demonstrations, all proposals within the competitive range moved forward to the Best and Final Offer (BAFO) process. After reviewing the BAFO responses, it was the consensus of the evaluation committee to recommended awarding the contract to Accenture LLP, which included an option to purchase the required software licenses from a software reseller.
The Finalists and their scores are listed below:
Accenture LLP: 729.9 points
Computronix: 653.7 points
GCom: 421.6 points
The Deputy Finance Director recommends 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 the City Council approve an exception 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 Finance Director further recommends approval to purchase associated required software licenses from a software reseller.
Project Vendor and Solution
The proposal from Accenture is to implement the Salesforce BasicGov software solution. Accenture is a global management consulting, technology, services company with extensive government experience. Salesforce is an enterprise cloud computing software solution that services more than 1000 government agencies. The primary Salesforce application will be the BasicGov Planning, Zoning, Plan Review, and Permitting software application. A 31-month implementation timeframe is estimated for this project.
Financial Impact
The total estimated cost for this project is $31.6 million dollars over seven years, which includes software licensing, implementation services, application hosting, and maintenance. The value of the contract with Accenture will not exceed $20 million. The cost of the associated software licenses will not exceed $11.6 million dollars. The contract and software licenses will be funded through the Development Services Fund. No General Funds will be impacted.
Concurrence/Previous Council Action
The Planning and Development Director and the Chief Information Officer CIO both concur with these recommendations.
Department
Responsible Department
This item is submitted by Deputy City Manager Mario Paniagua, Acting Deputy City Manager Toni Maccarone, and the Planning and Development and Information Technology Services departments.