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Item 4I CITY OF SOUTHLAKE Item 41 MEMORANDUM (October 10, 2016) To: Shana Yelverton, City Manager From: Greg Hendricks, Director of Information Technology Subject: Consent agenda item 41 - Approve purchase of the Energov permitting and land management system in an amount not to exceed $285,513. Action Requested: Approve the purchase of the Energov software, first year maintenance, and implementation services from Tyler Inc. in an amount not to exceed $285,513. Background Information: The City has selected Energov as the new permitting and land management platform to manage the planning and development process replacing Accela (difficulties is support, change management, and integration with internal systems). As a Tyler product, we will have the same high level of support as with our Munis product and with hosting this system internally we will have direct access to information for improved integration and dashboards. Energov will provide enhanced capabilities including enhanced mobile applications for field workers, paperless plan management capability with eReviews and Bluebeam, and an enhanced citizen and contractor self-service portal facilitating online permitting, inspections, fee payments, and code enforcement. Financial Considerations: Total expenditure of $285,513 which is within the FY 2017 budget (Technology Fund). One Time Fees: $252,595 $128,465 — Software licensing $82,875 — Implementation costs $25,280 — Data conversion services $11,775 — Forms customizations $4,200 — Bluebeam PDF markup software Recurring Fees: $32,918 $32,118 — Energov annual maintenance $800 — Bluebeam annual maintenance Strategic Link: 134 — "Provide High Quality Customer Service" — enables IT to provide quick response and resolution for Accela system issues as well as upgrades, future enhancements & bug fixes Honorable Mayor and City Council Page 2 of 2 136 — "Optimize Use of Technology" — enables the IT department to maintain supportable systems and services Citizen Input/ Board Review: Not Applicable Legal Review: Not Applicable Alternatives: 1) Approve as proposed. 2) Reject —We would continue with Accela which would increase in cost by 10% unless we went into another 3-year agreement. We would continue with customer service related issues and restricted access to our data for integration purposes. 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A all lsom ills i. ilk ■ ■ ■ u■B� tr lossesmilsop ► 121 N ■N1 lass �� - -",�""�� '___ seen S� s- ' JO■ I■i alas ■�taa _ ;aa ---- '�. aft- �■aa !L■1a �� - _ Alp ■sal np�a gasp, W■ ■apa -4111■■■■r vorbi ■a■■,� a:■ a■a1� res■ -- r 'Ills or-pit mom" Managing government processes is a complex and often daunting challenge. From planning, permitting and licensing to asset management and enforcement, you need a solution that preserves informational integrity while efficiently synchronizing field work and in-house operations. Problem solved with Tyler Technologies' EnerGov solution. This industry-leading product is specifically designed to automate and centrally connect critical processes, including land use planning and project review, regulatory management, inspections, code enforcement, asset management, work order management and more. Using mobile-enabled and GIS-based technology, coupled with an intuitive user experience, you can be certain your agency is running efficiently, records are accurate and all work is synchronized from field to desk. Your process is always evolving. With EnerGovTM, you stay in step with the workflow unique to your departments — big or small. a 4 Mapping. Mobility. Accuracy. GIS-Centric Processing Mobility Accuracv As a GIS-infused technology, The groundbreaking EnerGov When budgets are tight and EnerGov is moving Mobile App Suite affords you human resources are at a organizations forward by the flexibility and precision premium, EnerGov helps utilizing their spatial data to needed while on the go. to unify the multiple layers automate and streamline daily On-site inspections, work of information required to operations. When coupled orders, environmental and sustain permitting, licensing, with spatial analytics, the safety issue assessment, regulatory processes and synergy creates a unique full code compliance case communication among visual experience in data management and the plan employees and constituents. interpretation and business review process will never be Having one central database process management. easier than when you deploy allows for efficiency in Emerging relationships, iG InspectT", iG EnforceT°" data entry, interagency patterns and trends allow you or iG ReviewsT°". involvement and precision to plan and forecast as your in reporting. agency evolves and real-time route planning gets you from point A to point Z—and all the points in between. �7 K£t�i e.Yom: _. i.. ��:k��.•. �_,.,._. Permitting & Technology Solutions Land Management Requests : Enforcement for Every Agency Permitting Permitting and Land InspectionsPlanning Management Suite Impact Management facilitates governmental operations Projectsin managing land use and all types of regulatory permitting,including the often complex processes of intake,submittal routings,fee calculations,approvals, inspections and enforcement. Licensing & Tyler Core rM Regulatory Licensing and Regulatory Suite provides a full spectrum of governmental Requests& Enforcement regulation management through Cashiering Inspections Contacts Business automation of licensing application Central Location Manager Tax Rem itta nce requests,reviews,issuance,renewal, Content Manager Rental Properrevenue collection,inspection and Workflow enforcement for businesses,rental properties,professionals and individuals. ManagementPublic Maintenance L Requests Public Maintenance Management Work Orders streamlines the management of Preventative Maintenance infrastructure assets,inventory control, Assets & Equipment inventory maintenance,work orders,inspections and condition investigations. 5 4 M Join the revolution in mobileg overn ment! EnerGov Mobile App Suite iGovernment is at your fingertips with the EnerGov iG Workforce suite of mobile applications! This powerhouse suite redefines mobility and includes an industry- leading mobile government workforce platform. Now government field workers can manage requests, inspections and code enforcement cases on the go. Join the revolution in mobile government! The EnerGov Mobile App Suite offers flexible operational capabilities to meet any agency's unique requirements with the capacity to run in disconnected mode when wireless connections are unavailable. It gives you the freedom to choose your location without the threat of losing mission-critical data. ® iG InspectTM ® iG EnforceTMiG ReviewsTM a ..i-_ orsc or P roeress YWYYf� O ,y.vm. "' .,a.a ommeM.ore... IIIIIIIII� C F&W IIIIIIIIII� iG Inspect 6 Qq Public Access and Response ePortal Open Data The EnerGov ePortal is a fully integrated EnerGov OData, open data services available with component of the EnerGov application and EnerGov, allows your government organization extends its flexibility and functionality across more connectivity, flexibility and transparent the Web to citizens and customers 24/7. With communication with constituents than ever before. advanced, user-friendly features, you define and Using OData, your IT staff can create specialized design the specific information and processes that applications for the Web, mobile devices, the GIS will be available to citizens on the Web and users environment and other external or community- enjoy easily navigable, streamlined permitting and based uses which display a personalized application services. combination of open source data most pertinent to • Application submission and payment those you serve. processing Seci,9l Media • Application status checks Get and stay connected to your community. Using • Inspection requests and cancellations social media channels like Facebook and Twitter and automated communication as the conduit, Electronic Plan Submission you have the ability to achieve your desired level of transparency with citizens when it comes to and Review community development initiatives, status updates Now you can experience a more streamlined plan and much more. �. review process with the ePortal. The EnerGov s3 eReviews feature, when activated within the ePortal, allows users' plans to be digitized and entered into the plan submission and review process. Because plans can be more easily accessed, monitored and managed by all parties involved, you reach the approval phase in a shorter amount of time. I , Software that thinks like you do. Tyler Technologies(NYSE: TYL) is a leading provider of end-to-end information management solutions and services for local governments. Tyler partners with clients to empower the public sector—cities, counties, schools and other government entities—to become more efficient, more accessible and more responsive to the needs of citizens. Tyler's client base includes more than 13,000 local government offices in all 50 states, Canada, the Caribbean, the United Kingdom and other international locations. Forbes has named Tyler one of "America's Best Small Companies" eight times and the company has been included six times on the Barron's 400 Index, a measure of the most promising companies in America. More information about Plano-based Tyler Technologies can be found at www.tylertech.com. info@tylertech.com 1 1.888.355.1093 1 www.tylertech.com • . . . tyler • • technologies 02015 Tyler Technologies,Inc.All rights reserved. iPad is a registered trademark of Apple,Inc.Microsoft and Windows are registered trademarks of Microsoft Empowering people who serve the public© aCorporation in the United States and other countries.Adobe PDF is a registered trademark of Adobe Systems w�� Incorporated in the United States and other countries.