HomeMy WebLinkAboutStaff Report 3775
City of Palo Alto (ID # 3775)
City Council Staff Report
Report Type: Consent Calendar Meeting Date: 6/3/2013
City of Palo Alto Page 1
Summary Title: True Point contract extension
Title: Approval of Contract Amendment One to Contract S13149314 with
TruePoint Solutions LLC in the Amount of $72,800 for a total contract amount
of $157,800 to Provide Deployment Support for Accela Mobile Applications
From: City Manager
Lead Department: Planning and Community Environment
Recommendation
Motion to authorize the City Manager to execute Amendment No. One (Attachment A) with
TruePoint Solutions, LLC (Truepoint) in the amount of $72,800 for work to deploy mobile
applications by software, provide basic training on the mobile applications, and create custom
reports or email notifications from the mobile devices, for a total contract amount not to
exceed $157,800.
Executive Summary
Staff requests approval of the Council to extend the term of, and authorize the City Manager to
sign, the contract with TruePoint. TruePoint acts as a conduit between Accela and subject
matter experts from appropriate city departments in order to efficiently and effectively roll out
Accela products for tracking and billing of planning and building permits. The requested
contract amendment applies to services for mobile applications.
Background
On September 6, 2011, the Council approved staff recommendations to implement the
Development Center “Blueprint” project to streamline and modernize the City’s permit process,
focusing on improving customer satisfaction and inter-departmental efficiency. As directed by
the Council, staff has focused on the implementation and transition to the coordinated permit
system design, restructuring of the organization, technology upgrades, and performance
measurements.
City of Palo Alto Page 2
On December 5, 2011, (Staff Report 2364) the Council approved a Budget Amendment
Ordinance (BAO 5134) for implementation of the Blueprint process plan for the Development
Center, including appropriatons of $935,600 for technology enhancements and a projection for
an additional $802,401 for technology enhancements in Fiscal Year 2013.
In Fiscal Year 2013, these funds were incorporated in a Capital Improvement Project (CIP), TE-
12001, for Development Center Blueprint Tech Enhancements. One of the goals of the CIP is to
create permit-centric mobile applications.
Accela provides the City with software licensing, software maintenance, and training for the
tracking and billing of planning and building permits. TruePoint acts as a conduit between the
Accela software applications and subject matter experts from various city divisions to roll out
and optimize the use of the software.
Discussion
Accela is providing licensing, maintenance, and some training for mobile office software.
Mobile office access will extend processing capabilities for inspections and will provide real-
time, visual access to data in the Development Center’s database from a mobile device. Staff
will have access to information from their field locations without having to return to their
offices, resulting in increased productivity and greatly enhanced customer service.
The City contracted with TruePoint to assist with the transition from Accela Classic software to
Accela Vantage 360 software. TruePoint serves as the conduit between Accela and the City’s
subject matter experts (from Planning, Public Works, Utilities, Building, and Fire Departments),
mentoring and guiding them to further enhance their knowledge and optimize the usage of
Accela software in their daily work.
The requested contract term extension will allow TruePoint to work closely with designated
Palo Alto staff to identify the best approach and the needs of the individual ‘Super Users’ from
each division in order to maximize the functionality of mobile access. ‘Super Users’ are City
employees who are provided extra training so they can provide technical support and champion
the use of the system to other City employees.
The total effort will primarily be accomplished onsite, two days per week, with the flexibility to
provide more resources when deemed appropriate by the City. Other TruePoint resources will
be available to provide additional support when needed.
Resource Impact
City of Palo Alto Page 3
The contract extension will be fully funded by CIP TE-12001. There is adequate budget in the
CIP and no additional funding is needed.
Attachments:
Attachment A: Amendment One TruePoint Solutions (PDF)
1 Revision July 25, 2012
AMENDMENT NO. 1 TO CONTRACT NO. S13149314
BETWEEN THE CITY OF PALO ALTO AND
TRUEPOINT SOLUTIONS, LLC
This Amendment No. 1 to Contract No. S13149314 (“Contract”) is entered into
on the day of June, 2013, by and between the CITY OF PALO ALTO, a California
chartered municipal corporation (“CITY”), and TRUEPOINT SOLUTIONS, LLC a California
limited liability company, located at 3262 Penryn Road, Suite 100-B, Loomis, California, 95650,
and Telephone (916) 259-1293 ("CONSULTANT").
R E C I T A L S:
WHEREAS, the City intends to increase the Scope of Work for
CONSULTANT’s services, extend the Term of the Contract and increase the total not to exceed
Compensation; and
WHEREAS, the parties wish to amend the Contract;
NOW, THEREFORE, in consideration of the covenants, terms, conditions, and
provisions of this Amendment, the parties agree:
SECTION 1. Section 2 is hereby amended to read as follows:
“SECTION 2. TERM.
The term of this Agreement shall be from the date of March 7, 2013 execution through
December 31, 2013 unless terminated earlier pursuant to Section 19 of this Agreement.”
SECTION 2. Section 4 is hereby amended to read as follows:
“SECTION 4. NOT TO EXCEED COMPENSATION. The compensation to be paid to
CONSULTANT for performance of the Services described in Exhibit “A”, including both
payment for professional services and reimbursable expenses, shall not exceed One Hundred
Fifty Seven Thousand Eight Hundred Dollars ($157,800.00). In the event Additional Services are
authorized, the total compensation for services and reimbursable expenses shall not exceed One
Hundred Fifty Seven Thousand Eight Hundred Dollars ($157,800.00).The applicable rates and
schedule of payment are set out in Exhibit “C-1”, entitled “HOURLY RATE SCHEDULE,”
which is attached to and made a part of this Agreement.”
SECTION 3. The following exhibit(s) to the Contract is/are hereby amended to
read as set forth in the attachment(s) to this Amendment, which are incorporated in full by this
reference:
a. Exhibit “A” entitled “SCOPE OF WORK”.
2 Revision July 25, 2012
b. Exhibit “C” entitled “COMPENSATION”.
c. Exhibit “C-1” entitled “HOURLEY RATE SCHEDULE”
SECTION 4. Except as herein modified, all other provisions of the Contract,
including any exhibits and subsequent amendments thereto, shall remain in full force and effect.
IN WITNESS WHEREOF, the parties have by their duly authorized
representatives executed this Amendment on the date first above written.
CITY OF PALO ALTO
____________________________
City Manager
APPROVED AS TO FORM:
_____________________________
Senior Asst. City Attorney
TRUEPOINT SOLUTIONS, LLC.
By:___________________________
Name:_________________________
Title:________________________
Attachments:
EXHIBIT "A": SCOPE OF WORK
EXHIBIT "C": COMPENSATION
EXHIBIT “C-1” HOURLY RATE SCHEDULE
EXHIBIT “A”
SCOPE OF SERVICES
Professional Services
Rev. Nov. 1, 2011
1
Contract No. S13149314
PHASE I
Project Background
CITY is transitioning from Accela Classic software to Accela Vantage 360 software. CITY shall
contract with CONSULTANT to provide specialized services to manage and mentor five primary
divisions (Public Works, Utilities, Planning, Building, and Fire) who use the Accela product.
CONSULTANT shall be the conduit between the software vendor (Accela) and CITY’S subject
matter experts employees (SME’s) from each division to further enhance their knowledge and
utilization of the Accela product, provide Training and co-develop Management Reports.
Services
CONSULTANT shall work closely with designated CITY staff to identify the best approach and
needs of the individual ‘Super Users’ from each division. The effort will primarily be
accomplished onsite, 2 days per week, with the flexibility to provide more resource when deemed
appropriate by CITY. CONSULTANT’s resources will be available to provide additional support
when needed.
CONSULTANT shall introduce new features and functionality which is currently available using
Vantage360 software and provide expert support to the operational needs of the CITY’s end users
with all of the CITY’s Accela products.
CONSULTANT’s staff shall assist CITY with:
- Day to Day Mentoring & Guidance
- Coordination between Accela and CITYI staff
- Accela Automation Training & Report Development Assistance
- Advice on streamlining efforts and activities within the Accela product
- As needed support for new features, scripting, configuration and reporting.
CONSULTANT shall provide the following:
- Respond to inquiries within 24 hours
- Support via phone if needed
- Provide a monthly progress report that addresses services provided and reports created in
support of CITY’s effort to launch V360 and create management reports
- Provide CITY an approximation of the number of hours it will take to create a report and
attempt to stay within that estimate, prior to the creation of a report.
- Meet with CITY’S Project Manager for an hour or less, monthly to address the
CONSULTANT’s progress and performance.
- CONSULTANT shall Provide computer unless working directly with CITY staff on the
creation of a report or training them on the use of Accela Automation
- CONSULTANT will be required to sign network access agreement
EXHIBIT “A”
SCOPE OF SERVICES
Professional Services
Rev. Nov. 1, 2011
2
Contract No. S13149314
PHASE II
Phase II - Project Understanding
CITY has embarked on a mission to enhance and embrace its Accela product platform and
incorporate Best Practices, Mobile solutions and Citizen facing solutions.
Phase I moved CITY from Accela Classic to Accela V360; CITY has selected Accela for software
functionality and features. CONSULTANT shall work with the City super users to implement these
features.
CONSULTANT shall continue to be the conduit between the software vendor (Accela) and
CITY’S subject matter experts employiees (SME’s) from each division to roll out the following
proposed services for Phase II.
Proposed Services
CONSULTANT shall work closely with designated CITY staff to identify the best approach and
needs of the individual ‘Super Users’ from each division. The effort shall be accomplished onsite,
2 days per week, with the flexibility to provide more resource when deemed appropriate by CITY.
Other CONSULTANT resources shall be made available to provide additional support when
needed.
Mobile computing and continued growth utilizing current features and record types is the main
focus for Phase II.
Phase II services will include
- Accela Mobile Office (includes AMO, iPad App, iPhone App or Android app)
o Work with each group to define and deploy the “best fit” mobile APP
o Provide basic training on the Accela Mobile Apps
o Create custom reports or email notifications from mobile devices
- On-site assistance and support for Super Users (2 day per week includes)
o Configuration changes and enhancements as recommended by CONSULTANT
Custom Quick Query creation
o Custom portlet and console configuration
o Workflow enhancements
o Fee updates as needed
o Ad Hoc report creation
o Crystal report creation
o Training as needed on all aspects of Accela Automation
o Support the City with any questions or new initiatives that come up
o Support CITY with Accela upgrades and new features
EXHIBIT “A”
SCOPE OF SERVICES
Professional Services
Rev. Nov. 1, 2011
3
Contract No. S13149314
- Remote assistance and support for Super Users (10 hours per week)
o Same tasks as above remotely
- Other Misc Activities (Some of these may be completed in Phase I)
o Have Fire inspector schedule and complete inspections in Accela
o Work with Fire to implement Occupancy reoccurring inspections (based on what
other agencies are successful with)
o Work with Guiselle to create an Urban Forestry Record in Accela
o Work with Selectron to fix the problem with Permit Numbers getting out of sync
between Accela and Selectron
o Work with Project Manager to support the City of Palo Alto “Open Data” initiative
EXHIBIT “C”
COMPENSATION
CITY agrees to compensate CONSULTANT for professional services performed in accordance
with the terms and conditions of this Agreement based on the hourly rate schedule attached as
Exhibit C-1.
The compensation to be paid to CONSULTANT under this Agreement for all services
described in Exhibit “A” (“Services”) and reimbursable expenses shall not exceed $157,800.00.
CONSULTANT agrees to complete all Services, including reimbursable expenses, within this
amount. In the event CITY authorizes any Additional Services, the maximum compensation
shall not exceed $157,800.00. Any work performed or expenses incurred for which payment
would result in a total exceeding the maximum amount of compensation set forth herein shall
be at no cost to the CITY.
REIMBURSABLE EXPENSES
The administrative, overhead, secretarial time or secretarial overtime, word processing,
photocopying, in-house printing, insurance and other ordinary business expenses are included
within the scope of payment for services and are not reimbursable expenses. CITY shall
reimburse CONSULTANT for the following reimbursable expenses at cost. Expenses for
which CONSULTANT shall be reimbursed are:
A. Travel outside the San Francisco Bay area, including transportation and meals, will be
reimbursed at actual cost subject to the City of Palo Alto’s policy for reimbursement of travel
and meal expenses for CITYI employees.
B. Long distance telephone service charges, cellular phone service charges, facsimile
transmission and postage charges are reimbursable at actual cost.
All requests for payment of expenses shall be accompanied by appropriate backup information.
Any expense anticipated to be more than $0.00 shall be approved in advance by the CITY’s
project manager.
ADDITIONAL SERVICES
CONSULTANT shall provide additional services only by advanced, written authorization from
CITY. CONSULTANT, at CITY’s project manager’s request, shall submit a detailed written
proposal including a description of the scope of services, schedule, level of effort, and
CONSULTANT’s proposed maximum compensation, including reimbursable expenses, for
such services based on the rates set forth in Exhibit C-1. The additional services scope,
schedule and maximum compensation shall be negotiated and agreed to in writing by CITY’s
Project Manager and CONSULTANT prior to commencement of the services. Payment for
additional services is subject to all requirements and restrictions in this Agreement.
EXHIBIT “C-1”
HOURLY RATE SCHEDULE
CONSULTANT’s Hourly Rate
(Applicable to all tasks specified in Exhibit A) $150.00
PHASE II
TASK HOURS RATE COST
Onsite Project Leadership 224 $150 $33,600
Remote Technical Support 120 $150 $18,000
Additional As Needed Tasks 120 $150 $15,000
Travel and Expenses as Incurred $6,200
PHASE II Total $72,800