1 Background The City of San Mateo, CA, a full-service city with a population of approximately 97,207, is soliciting for professional project management services related to the City s Permitting and Project Tracking software implementation. The Project Manager will serve as the City s overall representative with the software vendor, the counterpart to the vendor s Project Manager, and will provide overall project coordination, administrative and budget oversight, and oversight of the Business Team and Technical Team (see City Permitting Organization Chart on following page.) The City has awarded its contract for the Permitting and Project Tracking Software license and implementation to Tyler-EnerGov, for their EnerGov 9 web-based enterprise product. The City is anticipating the kick-off for implementation to occur in October 2013, and implementation is expected to be completed in 18 to 24 months. The existing Permitting and Project Tracking software went live in 2006 and in its current configuration has not been able to serve the evolving needs of the City, which has led to many time-consuming workarounds and stand-alone databases and tracking. A project Core Steering Committee was formed consisting of the department heads of the participating departments (from Community Development, Public Works, Finance, Police, Fire, DoIT, and Parks and Recreation) to provide the general oversight of the planning, budgeting, staffing, scheduling and selection of a new software vendor. In October 2012, a Request for Proposal was sent out to software companies. Along with the project s Core Committee, the Implementation Committee, which consists of Subject Matter Experts (SME s) from each area, evaluated the nine companies that responded to the RFP. Following evaluations, demonstrations, and review, acquisition of the Tyler EnerGov 9 system was recommended by the Implementation Committee and confirmed by the Core Committee. The City Council approved the award of the contract to Tyler-EnerGov on June 17, 2013. EnerGov 9 will be used for Building permitting, review and inspection, Planning application and review, Code Enforcement cases, Public Works permits and inspection, Business Tax certificates, Parks tree permitting and Recreation reservation, Police permitting and review, and Fire review and inspection processes. Many key benefits expected to be delivered by the new software system are: a more streamlined process; business flow configured in the system for consistent processing; one system for routing, job assignments, scheduling, reviews and issuance; use of one centralized database for data like street addresses; efficient retrieval of data from a single system by many different departments; strong GIS integration for maps and analysis; mobile applications; and a citizen web portal. Rev. 7/23/2013 Page 1
City Permitting System Organization Chart CORE STEERING COMMITTEE Dept Heads: Community Development, Public Works, Finance, Police, Parks & Rec, Fire, DoIT Make policy decisions, manage resources and funding, resolve escalated issues, provide direction, mitigate risks, review and approve significant changes to time, scope or budget. PROJECT SPONSOR Community Development Director Serves as project champion, create positive environment, drive project through all levels of City, high-level oversight throughout all stages of project. PROJECT MANAGER BUSINESS TEAM (SME s) Permitting System Coordinator, CDD Business requirements Business processes Design, usability Identify Issues Data verification User testing User training Standard reports Support Proj Mgr Develop specifications Assist data conversion/verification Project Plan (create/maintain) Project resourcing Task master Team status reports Team meeting mgmt (agenda/minutes) Issues management Issues escalation Scope mgmt / change orders Reports to CORE Budget mgmt / Cost control Quality assurance Risk management Change mgmt (communications) Complete Workflows TECHNICAL TEAM (DoIT) Systems Analyst II, DoIT System architecture Data conversion / ETL Database administration Software configuration System administration Custom reports System testing System admin training Transition to support Support Proj Mgr Identify technical issues 2 Company Information Please state the name and address of organization, firm or office and nature of organization (individual, partnership or corporation). Subcontractors, if any, must be identified in a similar manner. Identify the names, titles, and telephone numbers of persons to be contacted for clarification questions regarding the proposal. Rev.7/23/2013 Page 2
3 Overview Please provide an overview of your consulting experience and qualifications as they relate to assisting cities, particularly in California, with project management responsibilities for enterprise software implementations. Please provide an overview of the kinds of services you provide, including Project Management Implementation Oversight Change Management Quality Assurance Please further describe the types of enterprise or other software systems your company has had experience implementing. 4 Scope of Work and Estimated Fees Please provide an initial work plan for the City to consider. The City expects that the work plan will be adjusted based on additional discussion with the City and further development of a scope of work. The project timeline is anticipated to be no more than two calendar years from project kick-off to project go-live. The City has budgeted accordingly. Please provide high-level fee estimates for the work proposed for each phase of the work plan. The City is looking for a consultant or firm to assist us with all aspects of project management for the software project implementation including: Assist in the development and maintenance of the Project Plan, and Resource Plan in conjunction with the Tyler Project Manager; Assist in managing the project scope, deliverables and timeline with assistance from the Tyler Project manager; Ensure that the project team stays focused, tasks are complete on schedule, and that the project stays on track; Coordinate project tasks with the assistance from the Tyler Project Manager; Assist with the coordination of the City s implementation team in conjunction with the City s Permitting Coordinator; Function as the main point of contact for the vendor s Project Manager, and participate in daily project activities and track project tasks; Hold quarterly meetings with the City s CORE Steering Committee to update project status, budget status, and to research a verdict on any escalated process decisions that need to be made; Oversight throughout the stages of the project; Return on Investment initiatives oversight; Rev.7/23/2013 Page 3
Oversee the project budget, including cost control and change orders; Complete documentation of workflow processes for each department. It is anticipated that the work load for the Project Manager will average approximately 20-hours per week. There may be weeks with fewer hours, and others (especially approaching and during go-live) where full time on-site work is required. The Implementation will be comprised of eleven Stages: Stage 0 - Software Delivery & Certifications Stage 1 - Initiation and Planning Stage 2 - Assess & Define Stage 3 System Configuration Stage 4 - Internal Test Stage 5 - Build Specifications Stage 6 Build Stage 7 - System Acceptance Testing Stage 8 Verification and System Acceptance Stage 9 - User Training Stage 10 Production & Production Support 5 Experience and References The City expects that the consultant has demonstrated experienced in working with cities (including cites in California) in the project management field. Please list governmental agencies to which the firm has provided similar services. Supply the name, address and telephone number of references to substantiate the firm s role and performance in each project. Identify the name, title and qualifications of the proposed project manager who will be conducting the work on the project, including their experience and projects in which they had hands on responsibility and length of time with firm. 6 City s Rights, Options and Policies The RFP does not commit the City to enter into a contract, nor does it obligate the City to pay for any costs associated with the preparation or submission of the proposals. The City also reserves the right to: Make the selection and award the contract based on its sole discretion; Reject any and all proposals, to waive any non-material irregularities or informalities in any proposal, and to accept or reject any item or combination of items; Accept the proposal that appears to be in the best interest of the City, and not necessarily the lowest offer submitted. Quality, efficiency, suitability and delivery services will also be considered; Correct any technical errors in the Request for Proposal process; Rev.7/23/2013 Page 4
Request and obtain, from one or more of the consulting firms submitting proposals, supplementary information as may be necessary for City staff to analyze the proposals pursuant to the consultant selection criteria contained within. Require consultant(s) to participate in additional rounds of more refined submittals before the ultimate selection of a consulting team is made. These rounds could encompass revisions of the submittal criteria in response to the nature and scope of the initial proposal. Enter into an agreement with another consultant in the event the selected consultant fails to enter into an agreement with the City; Disqualify any consultant who might attempt to improperly influence any member of the selection committee. Revise the RFP prior to the date that proposals are due. Revisions to the RFP shall be faxed and/or e-mailed to all interested firms. The City reserves the right to extend the date by which the proposals are due. All costs associated with the preparation and submittal of the Request for Proposal is the sole responsibility of the consultant or consulting firm. The Consultant shall demonstrate the willingness and ability to provide the requirements of the City. Refer to the attached sample City contract and include any requested edits with your proposal. Requested edits will be considered as part of the City s evaluation. 7 Selection Process Members of the selection committee will review the submitted required respondent information. The consultant(s) might be invited to an interview and oral presentation. The City will advise the respondents of its selection. Contract negotiation will follow between the City and the consultant. A Professional Services Agreement (sample attached)/purchase Order for the work will be prepared and executed. 8 Selection Criteria Proposals will be evaluated based on the following criteria: Thoroughness and understanding of tasks to be completed Firm s expertise and overall experience of staff assigned to the work Responsiveness to the requirements of the project Rev.7/23/2013 Page 5
Time required to accomplish the requested services Recent public sector experience, preferably in a municipal setting, conducting similar tasks Cost Requested edits to the City s contract. 9 Submittal Information Please submit your proposal four (4) copies of your proposal by 5:00 p.m. on August 23, 2013 to the address below. Responses can be delivered by fax or electronic (e-mail), but an original hard copy plus three copies must also be delivered to the name and address below by the due date. City Clerk s Office 330 W. 20 th Avenue San Mateo, CA 94403 If you have any questions, please contact: Lisa Grote Community Development Director 330 W. 20 th Avenue San Mateo, CA 94403 (650) 522-7152 lgrote@cityofsanmateo.org Rev.7/23/2013 Page 6