Item 22 - Agreements for Enterprise Land Management System

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Agreements for Enterprise Land Management System June 15, 2021 Page 3 The top-ranked proposal was recieved from Avocette Technologies Inc. (“Avocette”), a system implementation partner, which proposed implementing the Clariti Cloud Inc. (Clariti) Permitting and Licensing System. The selection committee performed further due diligence of this top proposal, including having a multi-day, detailed, scripted demonstration and conducting reference checks with both Avocette and Clariti customers, including the County of Orange, which uses the Clariti system. The Clariti Permitting and Licensing application runs on the Salesforce.com cloud platform and includes numerous features the City was seeking, including the following: an online customer portal, GIS integration, mobile access for staff, robust transaction accounting, billing capabilities, and integration with the City’s ePlan application. (Exhibit A is the agreement with Clariti and Salesforce for software subscription licensing.) As the application implementation and support vendor, Avocette will provide the implementation and integration services for the Clariti system, as well as the on-going managed services of the system using its ServicePlus offering. These on-going managed services will be provided through June 2026. (Exhibit B is the agreement with Avocette for the implementation and integration services; Exhibit C is the agreement for the on- going managed services.) For the selection portion of this project, the City utilized Park Consulting Group Inc. (PCG) to assist with the identification of software vendors, RFP development, and contract negotiations for the project. PCG specializes in Land Management System consulting and has assisted other local agencies with procurement and implementation services including the County of Orange, City of Newport Beach, City of Fullerton, City of Huntington Beach, City of Lake Forest, and the City of Aliso Viejo. The City would like to contract with PCG to provide project oversight and quality assurance in order to help monitor the ongoing progress of the project and assist with any functional issues that arise. (Exhibit D is the agreement for these services with PCG.) ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. FISCAL IMPACT Funding is available in the Information Technology Projects accounting unit 10920149 for FY 2020-21 to cover the implementation costs associated with FY21-22 and FY22-23. Staff will request a carryover of the FY20-21 appropriation to provide funding for the next two years. In subsequent years, contract funding will be budgeted in Specialized Systems accounting unit 10920143 and charged back to user department budgets, many of which are in the General Fund. The following is an estimate of the account distribution by fiscal year; however, the actual amounts for each fiscal year may vary based on the timing of the system implementation.