Commissioner: Ordinance. Department: COMMUNITY DEVELOPMENT Admin Code AC-4-1

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1 Lee County Board Of County Commissioners Blue Sheet No Agenda Item Summary ACTION REQUESTED/PURPOSE: A) Approve additional language and authority (items B, C, and D below) under existing Bid Waiver # W , for Selectron Technologies, Inc. automated building inspection telephone system used by Community Development, which was Board approved on July 27, B) Extend the term of this Waiver for an additional six years, through January 1, C) Approve a total not-to-exceed expenditure of $625,000 over the term of the waiver. (This expense is 100% fee supported.) D) Request that all of the privileges and terms, as granted under the original waiver, remain in effect as originally written. E) Grant the Chairman authority to execute documents necessary to facilitate this requested upgrade, including the maintenance and support agreement, without further Board action. FUNDING SOURCE: Fund: Building Reserves; Program: Building Inspections; Project: Selectron Interactive Voice Response System, and will be included in the Operating budget for Community Development. WHAT ACTION ACCOMPLISHES: This will enable building contractors to continue to schedule their building inspections and make payments through the existing "Selectron" automated telephone system. It will also allow for future growth and expansion to schedule inspections online and pay via electronic checks. Selectron is a voice activated system to schedule inspections that has been used in Community Development for over 25 years and has proven an effective and useful customer service tool for the building community. It is also integrated with Community Development's electronic permitting software. If approved, this request will serve to extend the bid waiver, previously approved by the Board in 2004, for an additional 6 years and extend the useful life of the system through upgrades. The expenditure limit will also be increased to a cumulative, not to exceed total of $625,000 (including $35,000 annual maintenance) over the term of the bid waiver. Funds are budgeted in the operating budget for building inspections,which is 100% fee-supported by building fees. No additional funds are required. The annual maintenance is expected to be approximately $35,000. MANAGEMENT RECOMMENDATION: Approve. Departmental Category: Item #3 Meeting Date: 3/4/2014 Agenda: Requirement/Purpose: (specify) Request Initiated Statute Commissioner: Ordinance Department: COMMUNITY DEVELOPMENT Admin Code AC-4-1 Division: Development Services Other By: Mary Gibbs Background: On January 21, 2014, the Division of Procurement Management received a request from Community Development to obtain Board approval on the above listed additions and revisions to existing Waiver # W The request was due to a decision to maximize the County s investment in the Selectron system by extending its useful life Mary Gibbs COMMUNITY DEVELOPMENT 11. Required Review: Robert Dawn Perry- Thelma Davis Peter Winton Holly Schwartz Franceschini Lehnert Purchasing Budget Analyst Budget Services County Attorney County Manager 12. Commission Action:

2 through upgrades; thus predicating the need for an increased expenditure limit and duration of the waiver. Funds are available: LC (Building Inspections) Attachment: 1. Blue Sheet No approved by the Board on July27, ATOS report regarding upgrade dated 3. Quote for Virtual Server replacement 4. Quote for physical server replacement 5. Selectron invoice for service 12/2013 through 11/2014

3 Selectron System Upgrade Department: Community Development Request Date: 11/21/2013 Requester: Kara Stewart Response Date (v2): 1/16/2014 Prepared by: Fredy Santoso/Salah Issa Project ID: 1306 Purpose The Selectron system is used by DCD Permitting as part of the County Permitting system. The Selectron system integrates with the Tidemark system. Selectron allows the public to submit payments via the web, and via the phone. Currently the system only accepts credit card as a payment method. DCD would like to add a second payment method, electronic check, to the system. Furthermore, DCD would also like to update the Selectron system to the newer version of the software that meets PCI Compliance Standard. Requirements DCD is aiming to have the system accept electronic check as a payment method by early Jan 2014, and to upgrade the system to the newer version of the software that meets PCI Compliance Standard later in early 2014 DCD will use a new payment provider: Forte to process the electronic check payment. If it is possible, DCD would like to switch over the payment provider for credit card also (from PayPal to Forte) Selectron physical servers are due for replacement and DCD would like to explore options for replacement. Currently there are two options that will be outlined below: o Physical Server Replacement: this option entails upgrading the current server with a Selectron provided server. o Virtual Server Replacement: this option proposes replacing the current server with a virtual server that would reside in the County s virtual infrastructure. RES1306 Selectron System Upgrade v2 Page 1

4 Solution ITG will divide this project in 2 phases: Phase 1: to get the e-check module installed, tested, and working by early Jan 2014 Phase 2: to upgrade the Selectron system to the newer version that meets PCI Compliance Standard and refresh the servers at the same time ITG will be working with Selectron to have the e-check module installed in our test server. DCD will perform the testing, and provided everything is working fine, we will schedule the e-check module installation for the production system. All installation will be done remotely by Selectron. Meanwhile, ITG will be working with Selectron to plan for the second phase to upgrade the system fully to a newer version that meets the PCI Compliance Standard. As part of this effort, ITG is planning to refresh the Selectron server at the same time. The Selectron system is housed on a physical server and it is connected to 24 analog phone lines. Presently we have a total of 3 physical servers: 1 HP server that is used for the production system, 1 Dell server that is used as a backup system, and 1 additional test server. ITG is working with Selectron to see if it is possible to virtualize this system. By virtualizing this system, we will no longer need to purchase a replacement hardware server and its warranty. Additional benefits include rapid system recovery process, and ability to have the system fully backed up in the Disaster Recovery site and fail over whenever needed. Virtualizing the system also involves replacing the analog lines with the county VoIP system. A SIP trunk will need to be setup to allow the telephonic connection between the VoIP system with the Selectron virtual server. This second phase of the project entails upgrading the server with either a physical or virtual server. This physical server would replace the current physical server with newer hardware that will extend hardware supportability and software support. The downside of this solution though is that a physical server refresh would need to occur again in 4-5 years as with general hardware lifecycles. The virtual solution on the other hand has the benefit of being upgraded as the County virtual shared infrastructure is upgraded. Though the upfront costs for the virtual solution may be higher, the long-term hardware savings will make up for this difference moving forward. Additionally, Selectron generated a usage report that showed that the number of phone lines could be reduced from 24 lines to a total of 16 lines. This reduction of lines is reflected in both the physical and virtual implementation options that were received by Selectron. The virtual option though includes licensing for an additional 4 lines for a test environment. The overall cost of the phone lines will thus be reduced with little variance between either the physical or virtual implementation per the Telecom team. RES1306 Selectron System Upgrade v2 Page 2

5 Assumptions ITG will assist as needed. Selectron will be working on the software installation and configuration. DCD will be working with Fiscal to setup the account with Forte. ITG has confirmed with Selectron that the interface from Selectron to post back the payment data to Tidemark has been installed and functioning in the system currently. Selectron will assist ITG to make any necessary changes later if needed. Telecom has engaged Presidio to assist with setting up the VoIP portion required to integrate with Selectron and will be required to finish their work prior to ITG engaging Selectron with their portion of the upgrade. Both vendors will also be required to work together and as such should be made available to work with one another to achieve the VoIP integration with the Selectron virtual solution. Hardware and Software Costs For Phase 1: Selectron e-check module: $5500 (DCD is paying for this) For Phase 2: Physical Server Solution: Virtual Server Solution: $13,500 (Selectron Cost) $21,100 (Selectron and Presidio Costs) Project Estimates For Phase 1 (to assist during installation, setup, and testing) and Phase 2 research, estimated total: 60 hrs. For Phase 2, ITG s estimated project hours for either solution is 40 hours. RES1306 Selectron System Upgrade v2 Page 3

6 Price Quote EE3995B November 26, 2013 Quote is valid for 90 days PREPARED FOR: Lee County, FL PCI-Accepted Software Update PayEngine TM for VoicePermits TM / WebPermits TM $9,500 PayEngine TM Migration Discount ($9,500) Update VoicePermits TM / WebPermits TM Software to Latest Point Release No Charge New Virtual Server for Production VoicePermits TM /WebPermits TM IVR Required Components to be Provided by Lee County: Host Server Virtualization Environment: VMWare ESXi 4.x or greater Server Image Specifications: Windows R1, 32-Bit (License to be provided by the County) 60 GB Hard Drive 4 GB RAM 1 Dynamic Information Systems TM (DIS), currently installed on VoicePermits TM, is not supported on Windows CommunitySelect TM is supported on Windows 2008, and is available as an alternative. Also, Tidemark does not currently support Windows 2008, Selectron is currently performing discovery on whether or not Windows 2008 is feasible due to the Tidemark integration. If not, Windows 2003 is supported. The County will be responsible for installing the virtual server in a VMWare ESXi 4.x or greater environment. Client Provided Professional Services for Production Virtual Server Setup & Configuration $7,000 Virtual Server Setup, Software Installation, Configuration and Testing Included Labor to Procure, Assemble, Configure and Test Server Components and Software Included Project Management, Software Development, Quality Assurance Included Remote Installation Support and Configuration Included Upgrade existing 16-port CT ADE license key to latest version release This upgrade is C S M if the existing 16-port CT ADE license key is sent back to Selectron after cutover to the new IVR (with new key). Otherwise, standard costs for a new license key will apply. No Charge Decommission Existing VoicePermits Server In Accordance with the Software License Agreement, the County agrees to decommission the existing VoicePermits IVR and all components after the cutover to the new Page 1 of 4

7 Price Quote EE3995B November 26, 2013 Quote is valid for 90 days VoicePermits IVR S P M C deletion, and will need signoff for confirmation. New Virtual Server for Test VoicePermits TM /WebPermits TM IVR Professional Services for Test Virtual Server Setup & Configuration $3,500 Virtual Server Setup, Software Installation, Configuration and Testing Included Labor to Procure, Assemble, Configure and Test Server Components and Software Included Project Management, Software Development, Quality Assurance Included Remote Installation Support and Configuration Included One Time Credit for Professional Services of Test Setup & Configuration ($3,500) Decommission Existing VoicePermits Server In Accordance with the Software License Agreement, the County agrees to decommission the existing VoicePermits IVR and all components after the cutover to the new VoicePermits IVR S P M the County on software deletion, and will need signoff for confirmation. Upgrade existing 4-port CT ADE license key to latest version release This upgrade is only free of charge if the existing 4-port CT ADE license key is sent back to Selectron after cutover to the new IVR (with new key). Otherwise, standard costs for a new license key will apply. I C F S Analog faxing is not an option with virtualization. If the County would like to keep existing faxing functionality on the IVR, Selectron will provide the professional services needed to send VoicePermits IVR fax requests to the C server. No Charge No Charge Cisco Voice over IP (VoIP) Integration Native VoIP integration is required for virtualization. Professional Services $5,000 Selectron C VoicePermits IVR C C V IP This quote assumes the County will provide SIP trunks to replace the existing analog I C C port SIP & cannot provide SIP trunks, further evaluation will be needed to determine compatibility. If necessary, Selectron will provide an updated version of this quote to include any applicable additional costs. Selectron will require support from th C C A the vendor may charge (for SIP trunk setup, licensing, professional services, equipment, Page 2 of 4

8 Price Quote EE3995B November 26, 2013 Quote is valid for 90 days upgrade, etc.) are not included in this quote and will be the responsibility of the County. Dialogic Host Media Processing (HMP) Licenses for 16 Production Voice Ports $4,000 Required port licensing for VoIP integration. Dialogic Host Media Processing (HMP) Licenses for Four (4) Test Voice Ports $1,000 Required port licensing for VoIP integration. Integrat C F S $2,100 Analog faxing is not an option with virtualization. If the County would like to keep existing faxing functionality on the IVR, Selectron will provide the professional services needed to send VoicePermits IVR fax requests to the C server. Total Investment $19,100 Required Items Not Included In This Quote SIP Trunks & Network Services Required to Support the Installation Virtual Host Server, OS License, and Virtualization Environment Customer Acknowledges That: Selectron assumes that the L C virtualization environment meets the specifications required by VoicePermits. If, during the implementation process, insurmountable obstacles are discovered that prevent implementation of the solution within the virtualized environment, S VoicePermits solution on a physical server as a fallback alternative. This scenario may incur additional hardware, software and professional services costs and will be determined once it is mutually agreed that moving to the virtualized environment is not an option. SELECTRON PRODUCT AND SERVICE PRICING & PAYMENT INFORMATION PAYMENT TERMS Receipt of a Purchase Order by the Customer will constitute acceptance of the terms and conditions utilized in the Professional Services Agreement executed with the initial purchase of your interactive system. Customer will be invoiced 45% of Total Investment amount upon receipt of a Purchase Order and 55% of Total Investment amount when the products purchased are delivered and made available to customer for testing. Selectron Technologies expects payment to occur within 30 days of receipt of invoice unless otherwise agreed to in the contract or purchase order terms and conditions. Page 3 of 4

9 Price Quote EE3995B November 26, 2013 Quote is valid for 90 days PREMIERPRO ON-GOING SUPPORT An active Support and Maintenance Agreement and all applicable fees are required as qualification for the discounted pricing offered in this quote. Based upon evaluation of the items contained in this quote, Support and Maintenance fees will be adjusted accordingly upon the next renewal of the active Support and Maintenance Agreement. In addition to the adjustment, support for a 4-Port Test Server is estimated to be $2,000. In addition to the adjustment, the upgrade to CommunitySelect from DIS will be $1,000. TAXES Sales Tax or any other applicable taxes are NOT included in any of this proposal's pricing information. If taxes become applicable, these taxes will then need to be added to the proposed pricing. VENDOR INFORMATION Selectron Technologies, Inc SW 66 th Ave. Portland, OR Ph: Fax: Page 4 of 4

10 Price Quote EE3995C December 3, 2013 Quote is valid for 90 days PREPARED FOR: Lee County, FL PCI-Accepted Software Update PayEngine TM for VoicePermits TM / WebPermits TM $9,500 PayEngine TM Migration Discount ($9,500) Update VoicePermits TM / WebPermits TM Software to Latest Point Release No Charge New Production VoicePermits TM /WebPermits TM IVR Server Selectron-Provided Server (Windows , 32-Bit) $4,500 1 Dynamic Information Systems TM (DIS), currently installed on VoicePermits TM, is not supported on Windows CommunitySelect TM is supported on Windows 2008, and is available as an alternative. Also, Tidemark does not currently support Windows 2008, Selectron is currently performing discovery on whether or not Windows 2008 is feasible due to the Tidemark integration. If not, Windows 2003 is supported. Selectron-Provided Hardware for Sixteen (16) Production Voice Ports $4,000 Assumes analog integration. The County will be responsible for providing analog phone lines. Selectron-Provided Hardware for Faxing $1,000 Assumes analog faxing. The County will be responsible for providing an analog phone line. Professional Services for Server Setup & Configuration $5,500 Server Setup, Software Installation, Configuration and Testing Included Labor to Procure, Assemble, Configure and Test Server Components and Software Included Project Management, Software Development, Quality Assurance Included Remote Installation Support and Configuration Included One-Time Professional Services Discount ($3,500) To offset the expense needed for this migration, Selectron is offering a limited-time discount on the Professional Services needed to setup and configure the server. In order to be eligible for the above discount, the County must have a valid Support & Maintenance Agreement. Upgrade existing 16-port CT ADE license key to latest version release This upgrade is C S nd Maintenance if the existing 16-port CT ADE license key is sent back to Selectron after cutover to the new IVR (with new key). Otherwise, standard costs for a new license key will apply. No Charge Page 1 of 3

11 Price Quote EE3995C December 3, 2013 Quote is valid for 90 days Convert Current Production Server to VoicePermits TM /WebPermits TM Test/Failover Server After cutting over the new VoicePermits/WebPermits Production IVR (with PayEngine), the County will ship the old Production Server (with fax card) to Selectron to be converted into a test/failover VoicePermits/WebPermits IVR. Selectron-Provided Hardware for Four (4) Test Voice Ports $1,000 Assumes analog integration. The County will be responsible for providing analog phone lines. Selectron-Provided Hardware for Faxing $1,000 Assumes analog faxing. The County will be responsible for providing an analog phone line. Professional Services for Test/Failover Server Setup & Configuration $5,500 Failover Server Setup, Software Installation, Configuration and Testing Included Labor to Procure, Assemble, Configure and Test Server Components and Software Included Project Management, Software Development, Quality Assurance Included Remote Installation Support and Configuration Included One-Time Professional Services Discount ($5,500) To offset the expenses needed for this migration, Selectron is offering a limited-time discount on the Professional Services needed to setup and configure the server. In order to be eligible for the above discount, the County must have a valid Support and Maintenance Agreement. Update VoicePermits/WebPermits Software to Latest Point Release Upgrade existing 4-port CT ADE license key to latest version release No Charge No Charge Decommission Existing VoicePermits/WebPermits Servers In Accordance with the Software License Agreement, the County agrees to decommission the existing VoicePermits/WebPermits Test & Failover IVRs and all components after the cutover to the new VoicePermits/WebPermits IVRs S P M work with the County on software deletion, and will need signoff for confirmation. Total Investment $13,500 Required Items Not Included In This Quote Phone Lines & Network Services Required to Support the Installation Host Interface Components Must be Installed and Functioning Prior to Installation Page 2 of 3

12 Price Quote EE3995C December 3, 2013 Quote is valid for 90 days SELECTRON PRODUCT AND SERVICE PRICING & PAYMENT INFORMATION PAYMENT TERMS Receipt of a Purchase Order by the Customer will constitute acceptance of the terms and conditions utilized in the Professional Services Agreement executed with the initial purchase of your interactive system. Customer will be invoiced 45% of Total Investment amount upon receipt of a Purchase Order and 55% of Total Investment amount when the products purchased are delivered and made available to customer for testing. Selectron Technologies expects payment to occur within 30 days of receipt of invoice unless otherwise agreed to in the contract or purchase order terms and conditions. PREMIERPRO ON-GOING SUPPORT An active Support and Maintenance Agreement and all applicable fees are required as qualification for the discounted pricing offered in this quote. Based upon evaluation of the items contained in this quote, Support and Maintenance fees will be adjusted accordingly upon the next renewal of the active Support and Maintenance Agreement. In addition to the adjustment, the upgrade to CommunitySelect from DIS will be $1,000. TAXES Sales Tax or any other applicable taxes are NOT included in any of this proposal's pricing information. If taxes become applicable, these taxes will then need to be added to the proposed pricing. VENDOR INFORMATION Selectron Technologies, Inc SW 66 th Ave. Portland, OR Ph: Fax: Page 3 of 3

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