R-11-01-13-10D1 - 1/13/2011RESOLUTION NO. R -11-01-13-10D1
WHEREAS, the City of Round Rock has previously entered into an Agreement for Installation
and Use of Land Management Software With CRW Systems, Inc. ("Agreement"), and
WHEREAS, CRW Systems, Inc. has submitted Supplemental Agreement No. 1 to include an
additional product consisting of an eMARKUP module and related licenses and services, and
WHEREAS, the City Council desires to enter into said Supplemental Agreement No. 1 with
CRW Systems, Inc., Now Therefore
BE IT RESOLVED BY THE COUNCIL OF THE CITY OF ROUND ROCK, TEXAS,
That the Mayor is hereby authorized and directed to execute on behalf of the City Supplemental
Agreement No. 1 to the Agreement for Installation and Use of Land Management Software with CRW
Systems, Inc., a copy of same being attached hereto as Exhibit "A" and incorporated herein for all
purposes.
The City Council hereby finds and declares that written notice of the date, hour, place and
subject of the meeting at which this Resolution was adopted was posted and that such meeting was
open to the public as required by law at all times during which this Resolution and the subject matter
hereof were discussed, considered and formally acted upon, all as required by the Open Meetings Act,
Chapter 551, Texas Government Code, as amended.
RESOLVED this 13th day of January, 2011.
ATTEST:
SARA L. WHITE, City Secretary
O:\wdox\SCCInts\0112\1104\MUNICIPAL\00210573.DOC/rmc
ALAN MCGRAW, Mayor
City of Round Rock, Texas
•
SUPPLEMENTAL AGREEMENT NO. 1
TO "CITY OF ROUND ROCK AGREEMENT FOR
INSTALLATION AND USE OF LAND MANAGEMENT SOFTWARE
WITH CRW SYSTEMS, INC."
THE STATE OF TEXAS
CITY OF ROUND ROCK
COUNTY OF WILLIAMSON
COUNTY OF TRAVIS
KNOW ALL BY THESE PRESENTS:
This Supplemental Agreement No. 1 to "City of Round Rock Agreement Installation and Use of
Land Management Software with CRW Systems, Inc." is made by and between the City of Round Rock,
Texas (hereinafter referred to as the "City") and CRW Systems, Inc. (hereinafter referred to as "CRW").
WHEREAS, the City and CRW executed the original Agreement (hereinafter referred to as the
"Agreement"), on the September 9, 2010 for the installation, use, maintenance and support of an automated
land management software system and related subsystems, and for associated goods and services; and
WHEREAS, it has become necessary to amend the original Agreement to include an additional
product consisting of an eMARKUP module in eTRAKiT, specifically in PermitTRAK and ProjectTRAK;
and
WHEREAS, both parties to the original Agreement are in mutual agreement that the following
revisions should be added via this supplemental agreement in accordance with Section 7.01 of the original
Agreement, and that no other terms and conditions of the original Agreement should be changed;
NOW, THEREFORE, premises considered, the City and CRW agree that said original Agreement
is amended as follows:
Section 2.01 shall be amended to include the additional amount of $48,000.00 for the eMARKUP
module and related licenses and services, plus the additional amount of $35,000.00 for five years of annual
maintenance, to the total amount listed in the original Agreement of $240,650.00, bringing the grand total
not -to -exceed amount to $323,650.00.
II.
The maintenance and support obligations of CRW for the new module being added via this
supplemental agreement shall be as delineated in Section 4.OIB. of the original Agreement, specifically that
CRW shall provide the delineated maintenance and support services to the City immediately following
completion of System Acceptance Testing, and that annual maintenance and technical support fees are
payable upon System Acceptance and are renewable on the anniversary date of this agreement by express
written authorization of the City.
209064/jkg 1
EXHIBIT
„A„„
„A
Section 5.01 shall be amended as to payment for services for the module being added via this
supplemental agreement as follows:
Payment exclusively for the eMARKUP module in the amount of $48,000.00 shall be paid fifty
percent (50%) following proper execution of this supplemental agreement and issuance of the City's written
Notice to Proceed, that being the sum of $24,000.00; twenty-five percent (25%) following initial delivery,
that being the sum of $12,000.00; and the remaining twenty-five percent (25%) following end user training,
that being the sum of $12,000.00.
No additional reimbursable expenses shall be allowed or owed under this supplemental agreement.
IV.
Exhibit "A" of the original Agreement, entitled "Project Scope of Work," shall be amended by
addition of the exhibit attached to this supplemental agreement, said exhibit being marked Exhibit A-1" and
being incorporated by reference for all purposes.
IN WITNESS WHEREOF, the City and CRW have executed this Supplemental Agreement No. 1
in duplicate originals.
CITY OF ROUND ROCK, TEXAS
By:
Title:
Date:
ATTEST:
By:
Sara White, City Secretary
FOR CI , PPROVED AS TO FORM:
By:
Stephan . Sheets City Attorney
i di
CRW SYSTEMS, INC.
By:
Title:
Date:
Pge5h9araf g(14-1-11
o
CRr W'sYsT A45;
Configuration and Implementation of an
INTEGRATED ELECTRONIC PLAN REVIEW SYSTEM
CITY OF ROUND ROCK, TEXAS
Background
The City of Round Rock would like to leverage electronic plan submission and review to reduce
paperwork and increase efficiency within the Growth Management Department. The City would like a
thorough review of the process plans take at the City from initial submission to final approval, with
suggestions and tools for improvement. The City would like to integrate these new processes with the
existing TRAKiT work flows being used.
CRW Systems is pleased to offer this proposal to meet that need.
Statement of Work
eMarkup functionality in TRAKiT:
The eMarkup license activates eMarkup in PermitTRAK and ProjectTRAK.
eMarkup can be accessed from the Plan Review screen, or from the Toolbar at the top of these modules.
Once in the eMarkup software, the user is taken to the viewer screen with a tree view on the left side.
In the tree users can see each submission of the various documents that have been uploaded by the
applicant.
Key features are:
1. Compare two documents (includes slider -bar comparison feature)
2. Annotate documents, including:
a. Callouts
b. Textual Notes
c. Shapes
3. Edit or Remove existing annotations
4. Publish to eTRAKIT (as PDF)
5. Upload additional documents
Access to this functionality is subject to the number of user licenses purchased by the City.
Licenses are concurrent, with a 1 -hour time -slot assigned to each license.
eMARKUP functionality in eTRAKIT:
The eMarkup ikense allows upload of new documents and access to published documents by the
general public through eTRAKiT.
Page 1 of 6
Proprietary and Confidential Revised: October 6, 2010
Original: September 22, 2010
CI?I1Y>>_M<:
Published documents contain all the annotations made by City staff at the time of publication, and are
displayed with the name given by City staff.
The documents are posted as PDF files, making them universally readable.
Applicants are also allowed to upload documents from the application screens, or from the details
screen of a project or permit. Upon upload of a document:
1. Reviewers on that permit/project are notified of the new submission
2. The new document(s) are available for markup in the eMarkup screen.
Applicants using eTRAKIT may view the PDF files and associated annotations without affecting the
eMarkup licenses. However, If applicants are given access to the compare feature of eMarkup (through
eTRAKIT), then this function will require the use of one eMarkup license per instance.
Process Review:
This proposal includes the following process review components, as indicated in the estimated schedule
provided:
1. Initial process review to discuss existing processes
2. Explanation of recommendations for improvement
3. Implementation of needed TRAKiT configuration changes to accommodate approved
recommendations
4. Implementation of approved TRAK€T enhancements
5. Documentation of revised process
User Training:
End users will be trained on the revised process.
Technical Assistance:
CRW Systems will assist the City in installing and configuring the eMarkup solution on the City's
designated server.
Page 2 of 6
Proprietary and Confidential Revised: October 6, 2010
Original: September 22, 2010
Cost Summary
TRAKiT eMarkup Software license
Includes Five (5) eMarkup user licenses
Installation and Configuration of eMarkup Server
Process Review Services
Including Three (3) on-site days and off-site configuration
End User Training
On Site
Training Laptops and Network Provided
One (1) day, up to Eight (8) students per day
$30,000
$15,000
$ 3,000
Total: $48,000
All costs above include travel -related expenses for CRW staff.
(*) Optional. Additional license can be added to or removed from this quote in groups of 5
Page 4 of 6
Proprietary and Confidential Revised: October 6, 2010
Original: September 22, 2010
CIfr11";Ysit,;a.;
Project Schedule
All dates are estimated. Actual dates to be mutually agreed at Kick -Off meeting. CRW has provided this
revised project schedule to be executed in tandem with the overall implementation ofTRAKIT.NET.
1. Fully Executed Contract Week 0
Kick -Off Meeting Scheduled
2. On Site Kickoff Meeting
Conducted during regular meeting for TRAKIT Implementation
Detailed review of existing processes
Discussion of City goals
Week 2
3. Recommendations Compiled Weeks 3-4
Initial installation of eMarkup software on a test system (remote)
Default configuration applied
Recommendations compiled by CRW Systems
4. On -Site Project Meeting (1 day ) Week 6
Recommendations presented and discussed:
Configuration changes to TRAKIT
Configuration of eMarkup software
Recommended programming enhancements
5. Configuration and Enhancements Finalized Week 7
Final enhancement specifications submitted for approval
6. Configuration and Enhancements Prepared Weeks 8-11
7. On Site Delivery of Configured System (1 day) Week 12
8. Any Issues Submitted to CRW Systems Week 14
9. On Site Delivery of Final System (1 day) Week 16
Final Configuration Delivered
Process Documentation Delivered
10. On Site End User Training (1 day) Week 17 .
City begins using eMarkup software In production
Page 5 of 6
Proprietary and Confidential Revised: October 6, 2010
Original: September 22, 2010
ROUND ROCK, TEXAS
PURPOSE. PASSION. PROSPERITY
Agenda Item No. 10D1.
City Council Agenda Summary Sheet
Agenda Caption:
Consider a resolution authorizing the Mayor to execute a Supplemental Agreement with CRW
Systems for purchase of eMARKUP module for land management software.
Meeting Date: January 13, 2011
Department: Administration/ITC
Staff Person making presentation: Chris Collier
GIS Manager
Item Summary:
The eMARKUP module for the CRW Systems TRACK -IT LMS Software allows reviewers to electronically review plans,
quickly identify changes or updates, share comments with the contractors and other reviewers, and redline
corrections directly on the electronic plans that all parties can then see. This software will greatly increase the
efficiency and effectiveness of the Plan/Plate Review process.
Strategic Plan Relevance:
High Value Government — Goal 8.0 — Maintain and enhance confidence, satisfaction, and trust in City government;
Goal —10.0 Enhance internal communication.
Cost: $54,000
Source of Funds: General Self Financed Construction
Date of Public Hearing (if required): N/A
Recommended Action: Approval
EXECUTED
DOCUMENT
FOLLOWS
SUPPLEMENTAL AGREEMENT NO. 1
TO "CITY OF ROUND ROCK AGREEMENT FOR
INSTALLATION AND USE OF LAND MANAGEMENT SOFTWARE
WITH CRW SYSTEMS. INC."
THE STATE OF TEXAS
CITY OF ROUND ROCK
COUNTY OF WILLIAMSON
COUNTY OF TRAVIS
KNOW ALL BY THESE PRESENTS:
This Supplemental Agreement No. 1 to "City of Round Rock Agreement Installation and Use of
Land Management Software with CRW Systems, Inc." is made by and between the City of Round Rock,
Texas (hereinafter referred to as the "City") and CRW Systems, Inc. (hereinafter referred to as "CRW").
WHEREAS, the City and CRW executed the original Agreement (hereinafter referred to as the
"Agreement"), on the September 9, 2010 for the installation, use, maintenance and support of an automated
land management software system and related subsystems, and for associated goods and services; and
WHEREAS, it has become necessary to amend the original Agreement to include an additional
product consisting of an eMARKUP module in eTRAKiT, specifically in PermitTRAK and ProjectTRAK;
and
WHEREAS, both parties to the original Agreement are in mutual agreement that the following
revisions should be added via this supplemental agreement in accordance with Section 7.01 of the original
Agreement, and that no other teems and conditions of the original Agreement should be changed;
NOW, THEREFORE, premises considered, the City and CRW agree that said original Agreement
is amended as follows:
I.
Section 2.01 shall be amended to include the additional amount of $48,000.00 for the eMARKUP
module and related licenses and services, plus the additional amount of $35,000.00 for five years of annual
maintenance, to the total amount listed in the original Agreement of $240,650.00, bringing the grand total
not -to -exceed amount to $323,650.00.
II.
The maintenance and support obligations of CRW for the new module being added via this
supplemental agreement shall be as delineated in Section 4.01 B. of the original Agreement, specifically that
CRW shall provide the delineated maintenance and support services to the City immediately following
completion of System Acceptance Testing, and that annual maintenance and technical support fees are
payable upon System Acceptance and are renewable on the anniversary date of this agreement by express
written authorization of the City.
209064f kg 1
R- it-t1-13-1ovI
Section 5.01 shall be amended as to payment for services for the module being added via this
supplemental agreement as follows:
Payment exclusively for the eMARKUP module in the amount of $48,000.00 shall be paid fifty
percent (50%) following proper execution of this supplemental agreement and issuance of the City's written
Notice to Proceed, that being the sum of $24,000.00; twenty-five percent (25%) following initial delivery,
that being the sum of $12,000.00; and the remaining twenty-five percent (25%) following end user training,
that being the sum of $12,000.00.
No additional reimbursable expenses shall be allowed or owed under this supplemental agreement.
IV.
Exhibit "A" of the original Agreement, entitled "Project Scope of Work," shall be amended by
addition of the exhibit attached to this supplemental agreement, said exhibit being marked Exhibit A-1" and
being incorporated by reference for all purposes.
IN WITNESS WHEREOF, the City and CRW have executed this Supplemental Agreement No. 1
in duplicate originals.
CITY OF RO D ROCK,1�TEXAS
By: J'',.
Title:
Date: . ( ,M
ATTEST:
By:
tat*
Sara White, City Secretary
FOR CI Y, APPROVED XS TO FORM:
By:
Stephan . Sheets, City Attorney
CRW SYSTEMS, INC.
By:
Title:
Date:
12--)-2410
CIWit:
Background
EXHIBIT
1 A--1
Configuration and Implementation of an
INTEGRATED ELECTRONIC PLAN REVIEW SYSTEM
CITY OF ROUND ROCK, TEXAS
The City of Round Rock would like to leverage electronic plan submission and review to reduce
paperwork and increase efficiency within the Growth Management Department. The City would like a
thorough review of the process plans take at the City from initial submission to final approval, with
suggestions and tools for improvement. The City would like to integrate these new processes with the
existing TRAKIT work flows being used.
CRW Systems is pleased to offer this proposal to meet that need.
Statement of Work
eMarkup functionality in TRAKiT:
The eMarkup license activates eMarkup in PermitTRAK and ProjectTRAK.
eMarkup can be accessed from the Plan Review screen, or from the Toolbar at the top of these modules.
Once in the eMarkup software, the user is taken to the viewer screen with a tree view on the left side.
In the tree users can see each submission of the various documents that have been uploaded by the
applicant.
Key features are:
1. Compare two documents (includes slider -bar comparison feature)
2. Annotate documents, including:
a. Callouts
b. Textual Notes
c. Shapes
3. Edit or Remove existing annotations
4. Publish to eTRAKiT (as PDF)
S. Upload additional documents
Access to this functionality is subject to the number of user licenses purchased by the City.
Licenses are concurrent, with a 1 -hour time -slot assigned to each license.
eMARKUP functionality in eTRAKIT:
The eMarkup license allows upload of new documents and access to published documents by the
general public through eTRAKiT.
Page 1 of 6
Proprietary and Confidential Revised: October 6, 2010
Original: September 22, 2010
CRfrI1; y i I, m,i
Published documents contain all the annotations made by City staff at the time of publication, and are
displayed with the name given by City staff.
The documents are posted as PDF files, making them universally readable.
Applicants are also allowed to upload documents from the application screens, or from the details
screen of a project or permit. Upon upload of a document:
1. Reviewers on that permit/project are notified of the new submission
2. The new document(s) are available for markup in the eMarkup screen.
Applicants using eTRAKiT may view the PDF files and associated annotations without affecting the
eMarkup Licenses. However, if applicants are given access to the compare feature of eMarkup (through
eTRAKiT), then this function will require the use of one eMarkup license per instance.
Process Review:
This proposal includes the following process review components, as indicated in the estimated schedule
provided:
1. Initial process review to discuss existing processes
2. Explanation of recommendations for improvement
3. Implementation of needed TRAKIT configuration changes to accommodate approved
recommendations
4. Implementation of approved TRAKIT enhancements
5. Documentation of revised process
User Training:
End users will be trained on the revised process.
Technical Assistance:
CRW Systems will assist the City in installing and configuring the eMarkup solution on the City's
designated server.
Page 2 of 6
Proprietary and Confidential Revised: October 6, 2010
Original: September 22, 2010
Cost Summary
TRAKiT eMarkup Software license
Includes Five (5) eMarkup user licenses
Installation and Configuration of eMarkup Server
Process Review Services
Including Three (3) on-site days and off-site configuration
End User Training
On Site
Training Laptops and Network Provided
One (1) day, up to Eight (8) students per day
$30,000
$15,000
$ 3,000
Total: $48,000
All costs above include travel -related expenses for CRW staff.
(*) Optional. Additional license can be added to or removed from this quote in groups of 5
Page 4 of 6
Proprietary and Confidential Revised: October 6, 2010
Original: September 22, 2010
CRII,,,
YSi+'1.4<,
Project Schedule
All dates are estimated. Actual dates to be mutually agreed at Kick -Off meeting. CRW has provided this
revised project schedule to be executed in tandem with the overall implementation ofTRAKiT.NET.
1. Fully Executed Contract
Kick -Off Meeting Scheduled
2. On -Site Kickoff Meeting
Conducted during regular meeting for TRAKiT Implementation
Detailed review of existing processes
Discussion of City goals
3. Recommendations Compiled
Initial installation of eMarkup software on a test system (remote)
Default configuration applied
Recommendations compiled by CRW Systems
4. On -Site Project Meeting (1 day )
Recommendations presented and discussed:
- Configuration changes to TRAKiT
Configuration of eMarkup software
Recommended programming enhancements
Week 0
Week 2
Weeks 3-4
Week 6
5. Configuration and Enhancements Finalized Week 7
Final enhancement specifications submitted for approval
6. Configuration and Enhancements Prepared Weeks 8-11
7. On -Site Delivery of Configured System (1 day) Week 12
8. Any Issues Submitted to CRW Systems Week 14
9. On Slte Delivery of Final System (1 day) Week 16
Final Configuration Delivered
Process Documentation Delivered
10. On -Site End User Training (1 day) Week 17 .
City begins using eMarkup software in production
Page 5 of 6
Proprietary and Confidential Revised: October 6, 2010
Original: September 22, 2010