Item 22 - Agreements for Enterprise Land Management System

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Agreements for Enterprise Land Management System June 15, 2021 Page 2 The Santa Ana Property Information Network (SAPIN) is an internally developed land management, permitting, and code enforcement system that was implemented in 2000 to replace a problematic DOS-based permitting system, called GTS, that had been used by the City since 1993. GTS would frequently crash, and when it did, it was very difficult to restore the system to proper operation. In 1999, members of the City’s management team researched the software applications that were available at the time and determined that none of them could meet the functional business needs of the City of Santa Ana without heavy customization and special add-ons. Therefore, the decision was made to develop the SAPIN system in-house to better meet the City’s needs. In preparation, the City migrated its historical data from the GTS system going back to 1993 into the SAPIN system; it also loaded in other historical data from even further back. Since 2000, the City has been using the SAPIN system for plan checking, building permitting, building inspections, Public Works permitting, and Code Enforcement case management. Although the SAPIN system has been enhanced over the years and has met the needs of the City for more than two decades, its capabilities have fallen too far behind the technology and functionality now available from other off-the-shelf applications on the market. It now makes sense for the City to move from a custom application to a standard vendor package that can better meet the City’s needs and provide the improved functionality that the SAPIN system is lacking. On August 24, 2020, the Technology Department released a Request for Proposals (RFP No. 20-108) for an Enterprise Land Management System and Implementation Services. The RFP included extensive system requirements and objectives. The City was open to both on-premise and cloud-based solutions, and the RFP also included a request for services for implementation, data conversion, integration with other City systems, and ongoing managed services after go-live. We notified 543 vendors of the RFP. The City conducted a demo of the SAPIN system for all prospective bidders so they could see the specific capabilities the City already has and would continue to require in a new system. The City received four proposals. These proposals were subsequently reviewed by a selection committee composed of staff from the Information Technology Department, Public Works Agency, and the Planning and Building Agency (Planning Division, Building Division, and Code Enforcement). The reviewers ranked the proposals as follows: Rank Proposer Headquarters Score (300 max) 1 Avocette/Clariti New Westminster, BC, Canada 244.5 2 Infor Public Sector, Inc. New York, NY 232.5 3 Computronix USA, Inc. Lakewood, CO 230.5 4 TruePoint/Accela Loomis, CA 223.5