HomeMy Public PortalAbout10) 7F EdgeSoft AgreementAGENDA
ITEM 75.
COMMUNITY DEVELOPMENT DEPARTMENT
DATE: August 6, 2013
TO: The Honorable City Council
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FROM: Jose E. Pulido, City Manager
By: Mark Persico, AICP, Community Development Director
SUBJECT: APPROVAL OF A LICENSE AGREEMENT FOR THE ENTERPRISE LAND
MANAGEMENT SYSTEM (ELMS) PERMIT SYSTEM AND A FIVE YEAR
SOFTWARE MAINTENANCE AGREEMENT WITH EDGESOFT, INC.
RECOMMENDATION:
The City Council is requested to:
a) Review and approve a License Agreement and a five year Maintenance Agreement
with EdgeSoft Inc., for use of the Enterprise Land Management System (ELMS)
permit software; and
b) Authorize the City Manager to execute the License Agreement (i.e., $42,000 one-
time purchase price) and a five year Maintenance Agreement (i.e., $24,000
annually) with EdgeSoft Inc., in an amount not to exceed $66,000 for the first year
and $24,000 annually thereafter.
BACKGROUND:
1. On September 7, 2010, the City Council approved a Consultant Services
Agreement with EdgeSoft, Inc. for $83,000, which included a one-time
implementation service fee of $35,000 and a twelve month subscription service for
$48,000.
2. On October 20, 2011, the City Manager entered into a three year agreement for
Application Hosting and Technology Support Services with the City of Burbank for
a fee of $960 per month to host the City of Temple City ELMS program.
3. Between the winter of 2011 and spring 2012 staff worked with EdgeSoft and the
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City of Burbank on software training. During that time staff also developed
flowcharts that allowed the City to begin tracking and issuing permits electronically.
4. Between the spring of 2012 and spring of 2013 staff and Edgesoft identified
additional steps necessary to fully implement the ELMS program.
5. On July 18, 2013, the City Attorney's Office reviewed the License Agreement and
the Maintenance Agreement and suggested revisions. The vendor has agreed to
the changes and signed the Agreements.
ANALYSIS:
For many years, the City has used a number of different standalone software applications
for its core operations which include: business license; planning; code enforcement;
building permits; and overnight parking permits, which cannot be fully integrated.
Consequently, the lack of data integration has hindered the City's ability to deliver the
best customer service to our residents and business. In 2010 to remedy this situation the
City entered into a Consultant Services Agreement with EdgeSoft. Over the past three
years staff has worked the EdgeSoft and the Enterprise Land Management System
(ELMS) as part of the City's overall technology solution. ELMS has brought together the
City's various core functions. This integration has improved coordination and reduced the
time to review and issue permits.
The 2010 Consultant Services Agreement is nearing the end of the implementation
phase and staff is looking forward to the next phase. These proposed agreements allow
the City to purchase an unlimited license to use and own the software, and will provide
five years of software maintenance and upgrades. Under the 2010 Agreement the City
was leasing the software for a monthly subscription fee of $4,000. The proposed
Software License Agreement (Attachment "A") allows the City to own the program. Under
the License Agreement the City receives upgrades and technical support, and discounts
on new software products. The five year Maintenance Agreement (Attachment "B")
assures five years of technical support. Staff has analyzed the long-term costs of owning
versus leasing the software and determined the breakeven point on costs is
approximately three years beyond which point the program is cheaper to own than lease.
ELMS is a flexible software program that will meet the needs of the City for many years
into the future. Staff is continuing to receive training and will roll-out various features of
the software between now and December 2013. By January 1, 2014, the software will be
fully functioning and the public will be able to apply for simple permits and track the status
of all permits on-line through the City's new website.
CONCLUSION:
The City Council is requested to approve the License Agreement and the five year
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Maintenance Agreement. The ELMS program by EdgeSoft is a major milestone for the
City. When the system is operational in January it will be the first time the City will have a
fully intergraded system. Staff believes the long-term cost benefits of owning the program
are significant. The five year Maintenance Agreement will assure the City receives timely
maintenance and repair to keep the permit system operating at maximum capacity.
FISCAL IMPACT:
On June 4, 2013, the City Council approved the Fiscal Year (FY) 2013-14 City Budget,
which included $110,000 for permit software in the Community Development Department.
ATTACHMENTS:
A. Software License Agreement
B. Software Maintenance Agreement