RPVCCA_CC_SR_2015_04_07_M_Reissuance_of_Financial_and_Permitting_System_RFPCITY OF
MEMORANDUM
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RANCHO PALOS VERDES
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: KATHRYN DOWNS, ACTING DIRECTOR OF FINANCE
DATE: APRIL 7, 2015
SUBJECT: REISSUANCE OF FINANCIAL AND PERMITTING SYSTEM REQUESTS
FOR PROPOSALS
REVIEWED: DOUG WILLMORE, CITY MANAGER
RECOMMENDATION
Direct Staff to:
1. Cease negotiations with Tyler Technologies, Inc. (Tyler) for financial and permitting
systems;
2. Notify Tyler of the action; and
3. Reissue Requests for Proposals for replacement financial and permitting systems.
BACKGROUND
In August 2011, the City issued a Request for Proposals (RFP) for an Enterprise
Resource Planning (ERP) system. At that time, the City's operations were conducted
using a number of systems, as follows.
• The financial system, Naviline, was implemented in 1999, upgraded in 2004, and
is currently still in use. Naviline is used for accounting, purchasing and business
licensing. The system has limited functionality and resides on a legacy AS400
server at the end of its development cycle.
• The permitting system, Accela's Tidemark, was implemented in 2000, upgraded in
2007, and is currently still in use. Tidemark is used for Planning, Building & Safety,
and Code Enforcement functions. The system is nearing the end of its support
from Accela.
• Work order and asset management (infrastructure and facilities) is currently being
performed using a manual process.
• Recreation was using an off-the-shelf point of sale system (Cougar Mountain) for
the gift shop at Point Vicente Interpretive Center (PVIC), and a manual process for
facility rentals and event registration.
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REISSUANCE OF FINANCIAL AND PERMITTING SYSTEM REQUESTS FOR
PROPOSALS
April 7, 2015
Page 2 of 2
After reviewing proposals and viewing numerous demonstrations, it became clear that no
single system could satisfy all the City's needs. Over the last few years, the following
actions have been taken.
• In December 2012, using the City Manager's purchasing authority, the City entered
into a contract with The Active Network for a facility rental and event registration
system. Activenet was implemented and is currently used for processing online
facility reservations.
• In May 2014, after reviewing other point of sale options, the City upgraded its
Cougar Mountain system for use in the PVIC gift shop.
• On January 20, 2015, City Council supported Staff's recommendation to complete
contract negotiation with Tyler for the financial and permitting systems.
• On March 3, 2015, the City Council approved the City's request to enter into
contract negotiations with Azteca for a work order and asset management system
(Cityworks). Award of the contract is currently scheduled for City Council
consideration in May 2015.
Considerable time has been spent negotiating the Tyler contract and Scope of Work
(SOW) for the financial and permitting systems. The initial drafts of the contract and SOW
were unsatisfactory to the City. Multiple versions of the documents have been reviewed,
and Tyler has not responded timely to some of the requested changes; which has
prevented contract negotiations from being completed. Staff recommends reissuing an
RFP for the financial and permitting systems.
As the City was unable to implement an ERP system used by all departments, Staff
expects to find individual systems that are a better fit for the financial and permitting needs
of the City at a better price.
FISCAL IMPACT
Staff expects to reissue the Requests for Proposals using in-house resources, and does
not request a budget adjustment at this time. If City Council approves the Staff
recommendation, the appropriation to acquire financial and permitting systems may be
carried forward to FY15-16 with no fiscal impact.
K