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R-2021-162 - 7/8/2021RESOLUTION NO. R-2021-162 WHEREAS, the City of Round Rock ("City") desires to retain professional consulting services related to the implementation of CityWorks Permit, Licensing, and Land (PLL) Software, and for related goods and services; and WHEREAS, Timmons Group has submitted an Agreement for Professional Consulting Services to provide said services; and WHEREAS, the City Council desires to enter into said agreement with Timmons Group, 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 an Agreement for Professional Consulting Services for the Implementation of CityWorks Permit, Licensing and Land Software with Timmons Group, 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 5 51, Texas Government Code, as amended. RESOLVED this 81h day of July, 2021. CRAIGPORGA�1,�Mayor City of Round R ic�k, Texas ATTEST: SARA L. WHITE, City Clerk 0112.20212, 00474064 This Page is too large to OCR EXHIBIT „A„ CITY OF ROUND ROCK PROFESSIONAL CONSULTING SERVICES AGREEMENT FOR THE IMPLEMENTATION OF CITYWORKS PERMIT, LICENSING AND LAND SOFTWARE WITH TIMMONS GROUP THE STATE OF TEXAS § CITY OF ROUND ROCK § COUNTY OF WILLIAMSON § COUNTY OF TRAVIS § KNOW ALL BY THESE PRESENTS: THAT THIS AGREEMENT for professional consulting services related to the implementation of CityWorks Permit, Licensing, and Land (PLL) Software, and for related goods and services (referred to herein as the "Agreement"), is made and entered into on this the day of the month of - Ir, 2021 by and between the CITY OF ROUND ROCK, a Texas home -rule municipality, whose offices are located at 221 East Main Street, Round Rock, Texas 78664w5299 (referred to herein as the "City"), and TIMMONS GROUP, whose offices are located at 100 1 Boulders Parkway, Suite 300, Richmond, VA 23225 (referred to herein as "Consultant"), collectively the parties to the Agreement (referred to herein as "Parties "). RECITALS: WHEREAS, professional consultIP ing services related to the implementation of CityWorks Permit, Licensing, and Land (PLL) Software are desired by the City; and WHEREAS, City desires to contract with Consultant for such professional consulting services,; and WHEREAS, the parties desire to enter into this Agreement to set forth in writing their respective rights, duties and obligations hereunder. NOW, THEREFORE, WITNESSETH,0 That for and in consideration of the mutual promises contained herein and other good and valuable consideration, the sufficiency and receipt of which are hereby acknowledged, it is mutually agreed between the parties as follows: 1.0 EFFECTIVE DATE AND TERM A. This Agreement shall be effective on the date this Agreement has been signed by each party hereto, and shall remain 1"n full force and effect unless and until it expires by operation of the term indicated herein, or is terminated or extended as provided herein. 00471850,,tpss2 The term shall be for three (3) years from the effective date of this Agreement. C. City and the Consultant reserve the right to review the Agreement at any time, and may elec� to terminate the Agreement with or without cause or may elect to continue. 2*0 SCORE OF SERVICES Cons Itant has issued its proposal for services, such proposal for services being attached to this Agree as Exhibit "A" titled "Scope of Services," which shall be referred to as the Scope of Se ient ces of this Agreement and incorporated herein by reference for all purposes. Cons Itant shall satisfactorily provide all services described herein and as set forth in Exhibit "A." Consultant shall perform services in accordance with this Agreement, in accordance with the appended Scope of Services and t"n accordance with due care and prevailing consulting inoustry standards for comparable services,, 3.0 LiMi1TATION TO SCOPE OF SERVICES Cons Itant's undertaking shall be limited to performing services fir City and/or advising City concerni*ng those matters on which Consultant has been specifically engaged,. Consultant and City agr e that the Scope of Services to be performed is enumerated 1*n Exhibit "A" and herein, and ay be increased during the term of the Agreement to include financial services in addition to P rchast'ng Card Services, but only with a written Supplemental Agreement executed by both parti s as described in Section 9.0d 4.0 CONTRACT AMOUNT In co sideration for the professional consulting services to be performed by Consultant., City agrees t pay Consultant an amount not -to -exceed Four Hundred Eighteen Thousand Seven Hund ed Ninety and No/100 Dollars ($418,790.00) to be paid as set forth in Exhibit "A" and here.n. 5*0 INV Invol* 1h the City, in invoices for services per Consultant sl the City. Su therewith. Shouli deliverables, necessary, Cc ICE REQUIREMENTS; TERMS OF PAYMENT :es: To receive payment, Consultant shall prepare and submit detailed invoices to ON accordance with the delineation contained herein, for services rendered. Such professional services shall track the referenced Scope of Work, and shall detail the armed, along with documentation for each service performed. Payment to all be made on the basis of the invoices submitted by Consultant and approved by ;h invoices shall conform to the schedule of services and costs in connection l additional backup material be requested by the City relative to service consultant shall comply promptly. in this regard, should the City determine it nsul nt shall make all records and books relating to this Agreement available to 2 the City for inspection and auditing purposes. Payment of Invoices: The City reserves the right to correct any error that may be discovered in any invoice that may have been paid to Consultant and to adjust same to meet the requirements of this Agreement. Following approval of an invoice, the City shall endeavor to pay Consultant promptly, but no later than the time period required under the Texas Prompt Payment Act described in Section 7.0 herein. Under no circumstances shall Consultant be entitled to receive interest on payments which are late because of a good faith dispute between Consultant and the City or because of amounts which the City has a right to withhold under this Agreement or state law. The City shall be responsible for any sales, gross receipts or similar taxes applicable to the services, but not for taxes based upon Consultant's net income. 5.0 INSURANCE Consultant shall meet all City of Round Rock Insurance Requirements set forth at: htt s:/.,,www.ro ndr cktexas. ov;-contentloads/2014/ 12y'corr insurance 07.201 12. df 7.0 PROMPT PAYMENT POLICY In accordance with Chapter 225 1, V.T.C.A., Texas Government Code, any payment to be made by the City to Consultant will be made within thirty (30) days of the date the City receives goods under this Agreement, the date the performance of the services under this Agreement are completed, or the date the City receives a correct invoice for the goods or services, whichever is later. Consultant may charge interest on an overdue payment at the "rate in effect" on September 1 of the fiscal year in which the payment becomes overdue, in accordance with V.T.C.A., Texas Government Code, Section 2251.025(b). This Prompt Payment Policy does not apply to payments made by the City in the event: (a) There is a bona fide dispute between the City and Consultant, a contractor, subcontractor, or supplier about the goods delivered or the service performed that cause the payment to be late; or (b) There is a bona fide dispute between Consultant and a subcontractor or between a subcontractor and its supplier about the goods delivered or the service performed that causes the payment to be late; or (c) The terms of a federal contract, grant, regulation, or statute prevent the City from making a timely payment with federal funds; or (d) The invoice is not mailed to the City in strict accordance with any instruction on the purchase order relating to the payment. 8.0 NON -APPROPRIATION AND FISCAL FUNDING This Agreement is a commitment of the City's current revenues only. It is understood and agreed that the City shall have the right to terminate this Agreement at the end of any City fiscal year if the g verning body of the City does not appropriate funds sufficient to purchase the services as d termined by the City's budget for the fiscal year in question. The City may affect such terming ion bY giving Consultant a written notice of te ination at the end of its then - current fiscal ivear, 9.0 SUPIMLEMENTAL AGREEMENT The t rms of this Agreement may be modified by written Supplemental Agreement hereto, duly uthorized by City Council or by the City Manager, if the City determines that there has been a s gn*ficant change in (1) the scope, complexity, or character of the services to be performed; or (2) the duration of the work,, Any such Supplemental Agreement must be executed by I)oth parties within the period specified as the term of this Agreement. Consultant shall not perfbn- any work or incur any additional costs prior to the execution, by both parties, of such Supj)1e ental Agreement. Consultant shall make no claim for extra work done or materials fu fished unless and until there is full execution of any Supplemental Agreement, and the City sha I not be responsible for actions by Consultant nor for any costs incurred by Consultant re sting to additional work not directly authorized by Supplemental Agreement. 10.0 TERMINATION*9 DEFAULT Term nation: It is agreed and understood by Consultant that the City or Consultant may terminate thi' Agreement for the convenience of the City or Consultant, upon thirty (30) days' written notic to Consultant or City, with the understanding that immediately upon receipt of 41 said notice al work being performed under this Agreement shalt cease. Consultant shall invoice the City for 'ork satisfactorily completed and shall be compensated in accordance with the terms hereof for w rk accomplished prior to the receipt of said notice of termination. Consultant shall not be entl"tl d to any lost or anticipated profits. for work terminated under this Agreement. Unless othe ise specified in this Agreement, all data, information, and work product related to this Projects all become the property of the City upon termination of this Agreement, and shall be promptly eli*vered to the City in a reasonably organized form without restriction on future use. Should he City subsequently contract with a new consultant for continuation of service on the Project, Clonsultant shall cooperate t*n providing information. Te1'6an*on of this Agreement shall extinguish all rights, duties, and obligatirmons of the terminating p rty and the terminated party to fulf'ill contractual obligations. Termination under this sections all not relieve the terminated party of any obligations or liabilities which occurred prior to tcrmi ation, Nothi�g contained in this section shall require the City to pay for any work which it deems unsati factory or which is not performed in compliance with the terms of this Agreement. Defa the Party pro satisfactorily greater time i It: Either party may terminate this Agreement, in whole or in part, for default if vides the other Party with written notice of such default and the other fails to cure such default within ten (10) business days of receipt of such notice (or a "agreed upon between the Parties). 4 If default results in te i'natt'on of thl*s Agrce ent, then the Cl*.` shall give. to the actual costs incurred by Consultant in perfo ing ' the work to the date of default. The cost of the work that i*s useable to the Cl*ty, .he cost to the City of e ploying another ft.., to co plete the uscabic work, and other factors wi*11 affect the value to the City of the work perfo ed at the ti e of default. Nel*ther party shall be entitled to any lost or anticipated profits for work te -- imimlinated for default hereunder. The te.-I IP 0 0 _.a.r, of this Agree ent !`. default shallextinguish and a 6 0 obligations of the Party and the te i"nated Party to fulfill contractual obligations, Tenni*nati*on under this scction shall not relieve the te 1'nated party of any obligations or 1t*abi*1ifi*es, which occurred prior to tc ination, Nothi"ng contained in this sech*on shall require the City to pay for any work which it dee s, unsatisfactory, or whi*ch i's not perfo ed in compliance wl"th the te s of this Agree ent. 11 .0 NONnSOLICITATION Except as may be otherwt*se agreed t*n writing, during the te of this Agree ent and for twelve (12) onths thercaflcrl, ncithcr the Ci`ty nor Consultant shall offer e p to or shall employ any person e ployed then or within the preceding twelve (12) onths by the other or any affiliate of the other if such person was i*nvolved, di*rectly or i*in the perfo ance of 0 thl*s This ��.' ..a.- not the hiri"ng of any person who was solicited solely through a newspaper advertise ent or othcr gencral solicitation. 12.0 INDEPENDENT CONTRACTOR STATUS Consultant contractor,,City 0 '�. '.' ''. '`s e ployee. Consultant's employees or subcontractors are not the Ci`ty's c ployccs. This Agree ent does not create a partnershi"p, e ployer�e ployee, or j'oi*nt venture relationshi*p. No party has authority to enter into contracts as agent for the other party. Consultant and the City agree to the following' rights tent w*th an inde endent contractor relations i consts, I P hip* '.' Consultant has the rl*ght to perfo services for others duri*ng the te hereof (2) Consultant has the sole ri*ght to control and di*rect the means, manner and ethod...' by whl*ch I*t perfo s its scrvices required by this Agree ent, (3) Consultant has the right to hirc assistants as subcontractors, or to use e ployees to provide the servi"ces required by this Agree ent. (4) Consultant or its or `.a.. serviecs ' hereunder,and the Cl*ty shall not hirel �^\ or pay assistants to helpConsultant. 9 (5) (6) (7) Neither Consultant nor its employees or subcontractors shall receive training from the City in skills necessary to perform services required by this Agreement. City shall not require Consultant or its employees or subcontractors to devote full time to perfongthe seryices requi rmired by this Agreement. Neither Consultant nor its employees or subcontractors are eligible to participate in any employee pension, health, vacation pay, sick pay, or other fringe benefit plan of the City. 13.0 CONFIDENTIALITY; MATERIALS OWNERSHIP Any nd all programs, data, or other materials furnished by the City for use by Consultant in connection with services to be performed under this Agreement, and any and all data and information athered by Consultant, shall be held in confidence by Consultant as set forth hereunder. ach party agrees to take reasonable measures to preserve the confidentiality of any proprietary or confidential information relative to this Agreement, and to not make any use thereof other than for the performance of this Agreement, provided that no claim may be made for any failure to protect information that occurs more than three (3) years after the end of this Agreement. The arties recognize and understand that the City i*s subject to the Information Act and its duties run in accordance therewith. Texas Public All d ta relating specifically to the City's business and any other Information which reasonably s ould be understood to be confidential to City i's confidential information of City. Consultant's proprietary software, tools, methodologies, techniques, ideas, discoveries, inventions, k ow -how, and any other information which reasonably should be understood to be confidential o Consultant is confidential infiormation of Consultant. The Ci*ty's confidential information And Consultant's confidential information is collectively referred to as "Confidential In fo ati"on.'I Each party shall use Confidential Information of the other party only in furtherance of the purposes of this Agreement and shall not disclose such Confidential Information to any third party without the other party's prior written consent, which consent shall not be unreasonably withheld. Each party agrees to take reasonable measures to protect the confiidentialit of the other Party's Confidential Information and to advise Eheir employees of the confidential ature of the Confidential Information and of the prohibitions herein. Notw thstandi*ng anything to the contrary contained herein, neither party shall be obligated to neat as confidential any information disclosed by the other party (the "Disclosing Party") whir (1) is rightfully known to the recipient prior to its disclosure by the Disclosing Party; (2) i released by the Disclosing Party to any other person or entity (including governments agencies) without restriction; (3) is independently developed by the recipient without any reltance on Confidential Information; or (4) i*s or later becomes publicly available without viola ion of this Agreement or may be lawfully obtained by a party from any non-party. Notwithstanding the foregoing, either party will be entitled to disclose Confidential Information 6 Notwl*thstanding the foregoing, either party will be entitled to dl*sclose .-.''de-'`` Info....., of .�. other to a third party as ^'ay be by law, s...U). rulc orregulation, includingsubpoena'....'.``'.`� `'�_.'�`''`.�. `.�. . any lega or regulatory require' the party to who the request is ade the other with pro pt written noti"ce and allows the otheparty to seck a restraining order or other relief. Subject to Consultant's confidenti*a1i"ty ob1i*gah*ons undcr thl*s Agrec ent, nothi"ng herein shall preclude .l...``;`fro "�provi*ding 0 .a\,./',`f`.`.')i"e.'' Neither the City nor Consultant w1*11 be liable to the othcr for inadvertent or accl"dental disclosure of Confidential Info ation if the disclosure occurs notwithstandiong the partyl's exercise of the sa e level of protecti*on and care that such party custo arl"Iy uses in safcguarding its own proprietary and confidentl"al 1*nfo att*on, Notwl"thstandi'ng anythi*ng to '-'.`'''y'�`.^ Agree the ``�.''...''....-^-`. property all written''a,.`'� or � �'.\`' prcpared expressly for the Ci*ty and delivered to the City under the te s of this Agree ent (the .'e`.'`.':.e`.' and Consultant shall own any general skills, ise,, ideas, concepts ethods techniques, processes, software, or other silli*lar info a ( which '_ havc been discovered, created, developed or derived by Consultant either pn'or to or as a result of its provision of services undcr this Agree ent (other than Deli*verables).Consultant shall have the right to retai"n copies of the Dell*vcrables and other ite s for its archives. Consultant"s working papers and Consultant's Confidential Info ah*on (as descri"bcd herein` shall belong exclusively to the Consultant4, "Working papers" shall ean those docu ents prepared by Consultant during the course of perflo ing the Proj*ect including, without .....`, schedules, analyscs, transcri"pti4ons, e os, designed r.'^e,....d data visuall*zation dashboards and working notes that .`..',.''''''`'-,`'�```'`i... In ':''......tant.`,`.,'/. and '`'.`''`''''./-'w''',.-u.�'''_`�-ethodologt'es, ..''_...`,. dashboards, code and tools discovered, created or developed by Consultant during the perfo ance of the Project that are of general appli'cati"on and that are not based on Cl*ty's Confidential Info ation hereunder (collectl*vely, ''C`,.|,../ Building Blocks""). To the extent any De'li*verables inco orate Consultant's Bui"Idi*ng Blocks, Consultant gives Cl*ty a nonm& exclusive, nonAransferable, royaltyapfrce right to .se such Building Blocks solely i"n connectioon 1*th the deliver^\,. Subject to the confidentiality restr*ctions ,entioncd above, Consultant may use the deliverables and the Bui*lding Blocks for any purpose. Except to the extent required by law or court orderCI*ty will not otherwise use, or subli*cense or grant any other party any rights to use, copy or otherwise exploi*t or Create derivative works fro Consultant's Buildl*ng Blocks'. h` City s Information f the extent tha 14.0 WA all have anon -exclusive, non4ransferabic 1i*ccnsc to use Consultant's Confidcnti'al r Ci*ty19internal s own use and only for the purposes for which they are delivered to they fo part of the Deliverables, ANTIES Cons Itant represents that all services performed hereunder shall be performed consistent with y general prevailing professional or industrial standards, and shall be performed in a professional nd workmanlike manner. Consultant shall re-performany work not t"n compliance with this repr sentation. 15.0 LIMITATION OF LIABILITY Shout any of Consultant's services not conform to the requirements of the City or of this Agreement, then and in that event the City shall give written notification to Consultant; thereafter, (a) Consultant shall either promptly re-performsuch services to the City's satisfaction at no additio nal charge, or {b} if such deficientry seices cannot be cured within the cure period set forth here , then this Agreementmay be terminated for default. l in novent will Consultant be liable for any loss, damage, cost or expense attributable to to by the City,its directors, e ployees or negligence, Villful isconduct or isrepresenta ions agents. I Neithi so equitable thei Agreement o eveni f such include, with 1b.0 IND r patty's liability, in contract, tort {including negligence) or any other legal or professional paid due to Consultant pursuant to this ry, (a) shalI exceed the feesor (b) include any indirect, incidental, special, punitive or consequential damages, 0 theSuch excluded damages .arty has been advised of possibility of such go d limitation,lut litaboon, loss of data, loss of profits and loss of savings of revenue. NIFICATiON Cons Itant shall save and hold harmless City and its officers and employees from all I claims and abilities due to activities of hise"her;itself and his. herfits agents or employees, performed under this Agreement, which are caused by or which result from the negligent error, omission, or negligent act of Consultant Or of any person employed by Consultant or under Consultant's direction or control, Cons Itant shall also save and hold City harmless fromany and all expenses, including feesbut not limit d to reasonable atto eys which may be incurred by City in litigation or otherwise de ending claims or liabilities which may be imposed on City as a result of such negligent acti ities by Consultant, its agents, or employees. 17.0 ASSIGNMENT AND DELEGATION The representativ parties each hereby bind themselves,their successors, assigns and legal s to each other with respect to the terms of this Agreement. Neither party may 0 assign any rights or delegate any duties under this Agreement without the other patty's prior written approval, which approval shall not bc unreasonably withheld. 18.0 LOCAL., STATE AND FEDERAL TAXES Consultant shall pay all income taxes, and FICA (Social Security and Medicare taxes) incurred while performing services under this Agreement. The C*ty will not do the following: { 1) Withhold FICA from Consultant's payments ar make FICA payments on its behalf; (2) Make state andior federal unemployment compensation contributions on Consultant's behalf, or (3) Withhold state or federal income tax from any of Consultant's payments., If requested, the City shall provide Consultant with a certificate from the Texas State Comptroller indicating that the City i'*s anon-profit corporation and not subject to State of Texas Sales and Use Tax. 19.0 COMPLIANCE WITH LAWS, CHARTER AND ORDINANCES A. Consultant, its consultants, agents, employees and subcontractors shall use best efforts to comply with all applicable Federal and state laws., the Charter and Ordinances of the City of Round Rock, as amended, and with all applicable rules and regulations promulgated by local, state and nations! boards, bureaus and agencies. Consultant shall further obtain all permits, licenses, trademarks, or copyrights required i*n the performance of the services contracted for herein, and same shall belong solely to the City at th,%i'raexpirationofe the term of this Agreement. B. In accordance with Chapter 2270, Texas Government Code, a governmental entity may not enter into a contract with a company for goods and services unless the contract contains written verification from the company that it: (1) does not boycott Israelle and (2) will not boycott Israel during the term of a contract. The signatory executing this Agreement on behalf of Consultant verifies Consultant does not boycott Israel and will not boycott Israel during the term of this Agreement. 20.0 FINANCIAL INTEREST PROHIBITED Consultant covenants and represents that Consultant11, its officers, employees, agents, consultants and subcontractors will have no financial interest,, direct or indirect, in the purchase or sale of any product, materials or equipment that will bc recommended or required hereunder. 21.0 DESIGNATION OF REPRESENTATIVES The City hereby designates the following representatIP ive authorized to act on its behalf with regard to this Agreement: Heath Douglas Chief Information Officer 221 East Main Street Round Rock, TX 78664 (512) 218-5508 hdoug l as(a,roun drock texas 22.0 NOTICES All notices and other communications in connection with this Agreement shall be in writing and shall be considered given as follows: (l) When delivered personally to recipient's address as stated herein; or (2) Three (3) days after being deposited in the United States mail, with postage prepaid to the recipient's address as stated in this Agreement. Notice to Consultant: Timmons Group 1001 Boulders Parkway Suite 300 Richmond, VA 23225 Notice to City: City Manager, City of Round Rock 221 East Main Street Round Rock, TX 78664 AND TO: Stephan L. Sheets, City Attorney 309 East Main Street Round Rock, TX 78664 Nothing contained in this section shall be construed to restrict the transmission of routine communications between representatives of the City and Consultant. 23.0 APPLICABLE LAW; ENFORCEMENT AND VENUE This Agreement shall be enforceable in Round Rock, Texas, and if legal action is necessary by either party with respect to the enforcement of any or all of the terms or conditions herein, exclusive venue for same shall lie in Williamson County, Texas. This Agreement shall be governed by and construed in accordance with the laws and court decisions of Texas. 10 24.0 EXCLUSIVE AGREEMENT The terms and conditions of this Agreement, including exhibits, constitute the entire agreement between the parties and supersede all previous communications, representations,, and agreements, either written or oral, with respect to the subject matter hereof. The parties expressly agree that, in the event of any conflict between the terms of this Agreement and any other writing, this Agreement shall prevail. No modifications of this Agreement will be binding on any of the parties unless acknowledged in writing by the duly authorized governing body or representative for each party,, 25.0 DISPUTE RESOLUTION The City and Consultant hereby expressly agree that no claims or disputes between the 16 parties arising out of or relating to this Agreement or a breach thereof shall be decided by any arbitration proceeding, including without limitation, any proceeding under the Federal Arbitration Act (9 USC Section I am 14) or any applicable state arbitration statute. 26.0 SEVERABILITY The invalidity, illegality, or unenforceability of any provision of this Agreement or the occurrence of any event rendering any portion of provision of this Agreement void shall in no way affect the validity or enforceability of any other portion or provision of this Agreement. Any void provision shall be deemed severed from this Agreement, and the balance of this Agreement shall be construed and enforced as if this Agreement did not contain the particular portion of provision held to be void. The parties further agree to amend this Agreement to replace any stricken provision with a valid provision that comes as close as possible to the intent of the stricken provision. The provisions of this Article shall not prevent this entire Agreement from being void should a provision which is of the essence of this Agreement bc determined void. 27.0 STANDARD OF CARE Consultant represents that 1*t is specially trained, experienced and competent to perform all of the services, responsibilities and duties specified herein and that such services, responsibilities and duties shall be performed, whether by Consultant or designated subconsultants, in a manner acceptable to the City and according to generally accepted business practices. 28.0 GRATUITIES AND BRIBES City, may by written notice to Consultant, cancel liability to Consultant if it is determined by City tha entertainment, gifts, or otherwise were offered or g1' 'D representatives to any City Officer, employee or elect performance of this Agreement. In addition, Consultani Title 8 of the Texas Penal Code. this Agreement without incurring any gratuities or bribes in the form of +en by Consultant or its agents or :d representative with respect to the may be subject to penalties stated in 29.0 RIGHT TO ASSURANCE Whenover either party to this Agreement, ibn good faith, has reason to question the other party 1) s intent to perform hereunder, then demand may be made to the other party for written assurance of the intent to perform. In the event that no written assurance is given within the reasonable tir e specified when demand i*s made, then and in that event the demanding party may treat such failure an anticipatory repudiation of this Agreement. 30.0 MISCELLANEOUS PROVISIONS Times of the Essence. Consultant agrees that time is of the essence and that any failure of Consultant to complete the services for each Phase of this Agreement within the agreed Exhibit "A" ray constitute a material breach of the Agreement. Cons Itant shall be fully responsible for its delays or for failures to use reasonable efforts in accordant with the terms of this Agreement. Where damage is caused to City due to Consultant's ailure to perform in these circumstances, City may withhold, to the extent of such damage, Con ul nt"s payments hereunder without a waiver of any of City's additional legal rights or rem dies. City shall render decisions pertaining to Consultant's work promptly to avoid unreasonable elays in the orderly progress of Consultant's work. Force Maj'eure. Notwithstanding any other provisions hereof to the contrary, no failure, delay or defaolt in performance of any obligation hereunder shall constitute an event of default or breach of his Agreement, only to the extent that such failure to perform, delay or default arises out of auses beyond control and without the fault or negligence of the party otherwise chargeable w th failure, delay or default; including but not limited to acts of God, acts of public enemy, civil ivar, insurrection, riots, fires, floods, explosion, theft, earthquakes, natural disasters or other casu41ties, strikes or other tabor troubles, which in any way restrict the performance under this Agreement by the parties. Sect1*0 Numbers. The section numbers and headings contained herein are provided for convenience Only and shall have no substantive effect on construction of this Agreement. Wa"Vir. No delay or omission by either party in exercising any right or power shall impair such right or power or be construed to be a waiver. A waiver by either party of any of the covenants to be performed by the other or any breach thereof shall not be construed to be a waiver of any succeeding breach or of any other covenant. No waiver of discharge shall be valid unless in wri ing and signed by an authorized representative of the party against whom such waiver or disharge is sought to be enforced. multi* which taken with one full le Counterparts. This Agreement may ogether shall be considered one original. executed original. be executed i*n multiple counterparts, The City agrees to provide Consultant IN WITNESS WHEREOF, the parties have executed this Agreement on the dates hereafter indicated. City of Round Rock, Texas By: Printed Name: Title: Date Signed: For City, Attest: 0 Sara L. White, City Clerk For City, Approved as to Form: Stephan L. Sheets, City Attorney Timmons Group By: Printed Name: Title: Date Signed: "6&�,Jwft" YEAR 1 CitNworks PLL oftware License n/a Implementation Fees $ 191,310.00 Data Conversio $ 38,500.00 System Integra ons $ 55,410.00 Hardware (Hos_-nggrqvided by Timmons Group via AWS, annual fee n%a Training $ 21,640.00 On -site Go Live support $ 4,760.00 Ad -Hoc su ort 40 hours after Go -Live $ 6,400.00 Expenses/Travel Casts $ 19,740 00 Total ---------------------------- -- $ 337 490.00 Optional TG developed PLL Enhancoment toolsr Data Pusher $ 4,000,00 People Pusher $ 2.500.00 Parent/Child R lationshi $ 10,800 00 Total $ 17,300.00 Software cast i Timmons: s PLL Portalr rCost itial cost, annual fee is $12,000 $ 35,000.00 im cementation "D o,uuu uu Total � ------ --- ------ - $ 40,400.00 YEAR 2: TG PLL Portal nnual license cost (support, upgrades, etc.) 1 $ 12,000-00 Total YEAR 3: $12 p000.00 TOTAL $418,790.00 L.Al IWIL M Software and Implementation Services for . • � ��# Community Development System • Round Rock, TX TIMMONS GROUP April 6,2021 YOUR VISION ACHIEVED THROUGH OURS i Contact: Lou Garcia I Project Director 1001 Boulders Parkway, Suite 300, Richmond, VA 23225 443.904.3897 1 louis.garcia@timmons.com WWW.timmonsgis cone L.Al 111J11L M TIMMONS GROUP YOUR VISION ACHIEVED Taal OUCH OURS April 6,2021 Nathan Smith Geospatial Services Manager City of Round Rock 221 E Main St. Round Rock, TX 78664 RE: Cityworks PLL ln�plementation Dear Nathan- 1001 Boulders Parkway P 804.200.6500 Suite 300 F 804.560,1016 Richmond, VA 23225 www,timmonsgis.com Timmons Group is plecased to submit our proposa to the City of Round Rock (Round Rock) for the Software & Implementation Community Development System software project For over 20 years Timmons Group has provided a wide variety of Compu terized Permitting and Licensing software as wel as Computerized Maintenance Management Software (CMMS).. Enterprise Asset Management IT and award winning GIS services to local government, utilities, municipal, federal, and private clients. Our team encompasses Cityworks. the leading GIS-Centric Permit, Licensing and Land (PLL) System on the market, which allows for extensive combined capabilities, software tools, local support and depth of experience re wired to form a solid foundation for the success of this project. We believe that implementing Cityworks(E) Server FILL for your permitting and development management system needs will meet each of your requirements both now and with any future expansion, We have included an in-depth description of our approach which h s, led to successful implementations across the Anted States Additionally, Timmons Group is unique as it is one of only two Cityworks solution providers that is both a Platinum Implementation Partner and a Strategic Developmept Partner. Timmons Group brings a rich pool of people, knowledge, and expertise to this project through multiple years of experience in implementing permitting, business licensing, development processes, and code enforcement solutions. In an iterative and collaborative pros ss, Timmons Group will build a roadmap, engage experienced professionals, and execute a well - planned approach for your implementation of Cityworks PLL, integration to other systems and assist you with conversion from your legacy syste-n. Be assured that the team leaders and staff identified for this project have successfully completed projects of C.:imilar size and scope for a variety of public and private clients throughout the country. Michael Edwards is our proposed Project Manager. He has led multiple Cityworks implementations and integration projects, including working withrities, counties, and public utility districts across the U.S., including a current existing TracklT user migrating to Cityworks Ll_ with our services. Timmons Group is committed to providing Round Rock with the resources needed to achieve your goals and the priority to complete each task on schedule and within budget. Our dedicated staff will provide you with consistent, responsive service. We have established a strong team, based on similar projects, client success and certification status. Our tearn will provide Round Rock with: • An unsurpassed ability to deliver sound solutions to all phases of your program. Key team members dedicated to your project Off Er an impressive level of professional experience and knowledge for delivering services to your full range of associated services. • A full understanding of your program requirements and a project team committed to exceeding your highest expectations through the development of sound and innovative technical solutions. We invite you to review our proposal, while <eeping the following points in mind- o Timmons Group is a Cityworksii-i' Platinum Implementation Partner, with our project team comprised of experienced subject matter experts who have worked together on multiple successful community development, permitting, inspection and licensing projects specific to Cityworks(E) PLL. CIVIL ENGIdEEPING I ENVIRONMENT4L I SURVEYING I GIS I LANDSCANE: ARCHITECTURE I coos-rPUCTWN SERVICES L-Al 111ult /-% TIMMONS GROUP YOUR VISION ACHIEVED THROUGH OURS 1001 Boulders Parkway P 804,200.6500 Suite 300 F 804-560-1016 Richmond, VA 23225 www.timmonsgis.corn o Timmons Group is a Cityworks@ Strategic Development partner with intimate experience with all of Cityworks@ API's and experience in leveraging them for custom integrations and mobile deployments for i0s, Android, Surface or Windows tablets, or smartphones. A team with institutional knowledge needed to see the project assignments through...all the way through. We will leverage our "lessons learned" on recently completed similar projects to your full advantage. We have integrated Cityworks with numerous other systems ranging from financial, to billing, to mobile technologies. * Comprehensive training program that will involve Round Rock employees through all phases of the project. * A team which prides themselves with delivering innovative solutions that exceeds our clients' expectations. Each team member is empowered to do what it takes to make sure your projects are successful endeavors for you and your stakeholders. A partnership with Timmons Group offers ROUnd Rock a significant number of benefits. From initial system planning and design activities all the way through implementation and deployment, you will have direct access to industry -leading engineering, planning, GIS, and information technology professionals, and "best -of -breed" Permitting, Licensing and CIVIMS enterprise asset management services. We distinguish ourselves through our training program that starts at project kickoff and doesn't end until well past project completion. Timmons Group greatly appreciates this opportunity to presen, our submittal and we are confident that our team represents the best overall value to the Round Rock. If you have any questions or require any additional information, please feel free to contact Lou Garcia, our Principal contact person, at 443.904-3897. Sincerely, Louis Garcia Principal & Project Director Ron Butcher, jr., MBA Principal in Charge C[ViL ENGINEERING I ENVIRONMENTAL I SURVEYING I GIS I LANDSCAPE ARCHITECTURE I CONSTRUCTION SeRVICES L-Al IMO ISD WX I. I tKAN Software and Implementation Services for Community Development System City of Round Rock, TX TABLE OF CONTENTS Executive Summary.. - .1 . .. L I . . . .. .. I I ... .. .. .. ... - . . 4 Timmons Group ...... .......... Refercnces..... .. . . ...10- Pr *ect Team .. ..... 0j .. ........ ..14 Proj ect Understiandig and Approach ClItyworks P1 I Proouct Description. 5 0 Public Facing Portal 'rimi-nons Group PLL Portal. 77 Costs 80 Case Study- City -works PLL & Virnmons Group Portal —.81 TIMMONS GROUP It 0 1 IN Vf Is t0ow A C' "I F It F C) r �AOQ-r," 0 U As Software and Implementation Services for Community Development System KNIKM- F%"M MOM U„ City of Round Rock, TX EXECUTIVE SUMMARY Many community development, permitting, licensing, etc. solutions are capable of performing development services tasks as well as extensive data analysis. However, this does not indicate nor is it true that simply by utilizing and analyzing data and/or a software system that development services is operating ,and delivering services as they desire to. To improve operational capabilities and provide desired services a Best Management Practice (BMP) framework, Workflow and Standard Operating Procedures (SOPS) that fully leverage and utilize Cityworks PLL must be undertaken. In order to understand where development services need to get to, we must first define this destination. When Timmons Group works with our clients to address their community development needs we frequently reference the U.S. Department of Housing and Urban Development definition that states: "Community development activities build stronger and more resilient communities through an ongoing process of identifying and addressing needs, assets, and priority investments. Community development activities may support infrastructure, economic development projects, installation of public facilities, community centers, housing rehabilitation, public services, clearance/acquisition, rnicroenterprise assistance, code enforcement, homeowner assistance and many other identified needs." - as defined by U.S. Department of Housing & Urban Development When reviewing this definition, several technical solutions can meet the management of these areas. In order to meet the intent of the US Dept. of HUD definition as well as Round Rock desired goals, the supporting areas (processes, resources, technology and competences) must be first recognized and understood and then a plan must be enacted to address them and to fold them into an overall plan for a Cityworks PLL implementation, Timmons Group proposes to work with Round Rock to refine existing TracklT workflows or create new workflows, following existing business rules, legislation, and other criteria so that Round Rock can leverage Cityworks PLL to meet your goals. It will be our intent to utilize your existing processestworkflows and to "tweak" these processes/workflows as necessary to include best practices, a Best Management Practice framework, Workflow and Standard Operating Procedures, and to fully and effectively utilize the full capabilities of Cityworks PLL. This initial business process analysis provides our implementation team with a detailed look into the everyday processes marshaled by Round Rock staff. A primary objective of this task is for our implementation team to review and understand hove Round Rock conducts business and manages its workflows. The ultimate goal is to provide knowledge to support and enable our implementation team to properly address the technological impacts of the software deployment and Round Rock in order to understand the technological impacts and the non -technological impacts related to business processes and workflows. Realizing your vision, however, can be challenging. It will require change — new behaviors and new skills. It will also require a solid foundation of well- defined business processes and solution requirements. But before any supporting IT tools can be configured, there must be clarity on the organization's core processes: the workflows for key steps and sub -steps, and what data must be collected at which points to inform which decisions; as well as which integrations to other Round Rack systems are desired. By analyzing business processes in a structured way, one streamlines the technology and data needs and, perhaps more importantly, one can identify tangible improvement areas for quick wins. -W As we have detailed in other sections, engaging Timmons Group to address your permitting and community development needs will yield the results you demand. We have performed several projects whereby we have migrated localities from competing software solutions, such as TracklT, to Cityworks PLL. Many years of important lessons learned will be available to you and your stakeholders throughout the life of your program. Regarding group specific consulting, Timmons Group brings not only geospatial and information technology professionals to assist with the implementation of the Cityworks Server PLL solution, but also subject matter experts in the fields of permitting, inspections, licensing, utilities, and planning. You will have the opportunity to work with our community development, planning, inspection, geospatial, and technology subject matter experts who will share over a century of combined ideas and solutions with you in support of your greater mission. These resources will be available to the project team to assist with best practices as Cityworks PLL is configured uniquely to each Functional Group and Cityworks PLL is configured around each Functional Groups business processes and workflows. These subject matter experts will review the proposed configuration workflows for 4 1 P a g e TIMMONS GROUP VOUR V05ION ACk4FVFD THROUGH OURS L.Al IIIIIJIL PA ROUND ROCK? MX45 nww woo rwrnwn Software and Implementation Services for Community Development System City of Round Rock, TX best practices and add ess the "do they make sense" questions, prior to Timmons Group submitting the proposed work flows for Round Rock *pproval. Many years of important lessons learned will be available to you and your stakeholders throughout the life of your program. Regarding group specific consulting, Timmons Group brings not only geospatial and information technology professionals to assist with the implementation of the Cityworks, Server PILL solution, but also subject matter experts in the fields of permitting, ins Dections, licensing, utilities, and planning as well as Code Enforcement. You will have the opportunity to work wit i our community development, planning, inspection, geospatial, and technology subject matter experts who will share over a century of combined ideas and solutions with you in support of your greater mission. These resources will be availcable to the project team to assist with best practices as Cityworks PLL is configured uniquely to each Functional Group and Cityworks, PLL is configured around each Functional Groups business processes and workflows. These subj(,),,ct matter experts will review the proposed configuration workflows for best practices and address the "do they make senSe" questions, prior to Timmons Group submitting the proposed workflows for Round Rock approval. Round Rock, no doubt faces a critical turning point under the pressure of an increasing demanding citizen population for electronic systems, aging infrastructure, deprived maintenance routines, and financial pressures. Citizens are used to using smart phones to receive services from entities such as Amazon, Facebook, etc.,.they expect the same from their local governments now. Staff must manage its resources, collect and analyze information, and provide long-term value to the public as well as to municipal decision makers. Under this project you have the opportunity to leverage data and technology in new way and to leverage processes and analytic techniques. Beyond the immediate process efficiency gains, your permitting nd development management program can help affect real cultural change within the organization and the City of Round, ock itself . Truly, you have an exciting opportunity. Timmons Group repre<Aents the best overall value to the City of Round Rock for your Cityworks PLL migration project. We cite the following reasons: We have the resources necessary to provide a dedicated team to Round Rock. Our team has mplemented Cityworks PLL with over 25 municipalities across North America. Lessons learned, as well as well as a proven project implementation approach are already established and will greatly benefit Round Rock. We are a plati m level business partner with Cityworks and have been a business partner with Cityworks for nearly 17 year . We are also a development partner with Cityworks, meaning we develop solutions that extend the Cityworks platform for increased capabilities and efficiencies. The Timmons : roue PLL Portal is recognized as one of, if not, the leading portal on the market for citizen 1 interaction in r gard to permitting, licensing and inspections. This portal is built upon the Cityworks PLL API's and as such, greatiphoned extendsthe capabilities of Cityworks PLL. We have a we methodology for data conversion. One that looks at each legacy data element individually and we work 4th our clients to ensure these data elements are moved into the correct location in your new solution- This 1 icludes a methodology for working with those data sets around cases that are underway and active during this migration. These processes are automated and thus we can run them multiple times until the conversion is correct. We have also developed other tools that greatly assist Timmons Group PLL implementation clients and extend and enhance the capabilities of Cityworks PLL As optional services/products to be pursued in the future we offer the Timmons Group PLL Portal, which integrates out of the box with Cityworks, PLL, We believe in.;n iterative implementation methodology that will expose Round Rock stakeholders to PLL early and often. Thi approach allows them to help develop processes reflective in PLL thus providing a sense of ownership and pride in the finished product. We desire to develop a role -based training plan with Round Rock that will leave end users completely self sustaining . We view these projects as a start to long term mutually beneficial relationships and not simple one of solution deliveries. 5 1 P a g e TIMMONS GR0,9P yoij* viisiot* %rmU sFtrD rHO10GH AS L-Al MAL /-% r"NOROM Mxm fteeTm =KVW^ on TI MONS Software and Implementation Services for Community Development System City of Round Rock, TX D 5"Z119111:i PROPOSAL CONTACT Lou Garcia, Principal� PMP Project Director 1001- Boulders Parkway, Suite 300 Richmond, VA 23225 e* 443.904-3897 ED louis.garcia@timmons.com OUR MISSION To achieve unparalleled understanding of our clients, their businesses and their visions resulting in unrivaled customer service and shared success, EXPERIENCE IN ALL SO STATES 16 OFFICES NATIONWIDE: • Virginia (8) • Maryland • North Carolina (4) • Texas • Washington, DC 0 Arizona WHO WE ARE Timmons Group is a well -established professional consulting firm (C- Corporation) with over 700 employees, providing information technology and geospatial consulting services to public and private clients throughout the U.S. and Canada since 1953. Our team develops across multiple technologies and platforms including open - source, proprietary, and hybrid solutions. From our web developers to our database managers, systems engineers, consultants and project managers, our award -winning team provides the unique ability to understand your vision and offer a solution tailored to your mission -critical business requirements We pride ourselves in being technology experts that care deeply about community development and asset management solutions to help you better manage your citizen needs, concerns and your assets. Our Technology group has the experience and capability to provide a wide range of services. In business since 1953, Timmons Group has sustained growth over the past several years in gross revenues and workload. Current annual gross receipts over $100 million. This stable environment sets the stage for Timmons Group I s continuing operations for the foreseeable future as a financially viable corporate entity. PLANNING DESIGN • Requirements Definition • Infrastructure Design • Strategic Planning • Database Design • Implementation Planning • Data Model Design DEVELOPMENT • Application Development • Data Conversion • Field Data Collection • Mobile & Web Develcpr- erl", • System Integration rw" • Application Design • GIS Infrastructure Design IMPLEMENTATION • Cityworks AMS & PLL • User & Admin Training • Support 8 FIELD OFFICES ~�-~..~~��-��-�----��~_.-� . • Portland OR • Cedar Rapids, IA ,F �-�,,� . Jr • Golden CO • Jefferson City , MO h 0 Carson City. NV • Atlanta, GA 0 Parkton, MD • Jonesborough, TN .5% DEDICATED + GEOSPATIAL 00 STAFF rw cl 00 % TIMMONS GROUP YOU* VISION J%rA1F;VF0 TWIVOUGM OUR" L....Al 11LJ1L M I N WND►� FIXM Software and Implementation Services for Community Development System City of Round Rock, TX Timmons Groun — Citvworks Imolementatlon Partner Timmons Group is a m Iti-disciplined engineering and technology firm recognized 009 for nearly twenty years as one of Engineering News Record's (ENR) Top 500 Design Firms in the country. We provide community development, asset management, civil eng neering, environmental, geotechnical, GISfgeospatial TIMMONS GROUP technology, landscape architecture, and surveying services to a diverse client base. Founded in 105 , we are a well -established firm with a pioneering spirit. YOUR VISION �cHf�v�o THROUGH OURS Decades of experienCE allow us to lead our industry with an unwavering commitment to forward thinking, innovative design and completesolutions that help our clients to be successful. Inspired by your vision, our client service teams solve your challenges iri imaginative, cost-effective and constructible ways. As a 700 person professional sere ces consulting firm with ne 2,000 clients, our extensive experience in technology, engineering, planning, and surveying enables us to design ar1y d implement innovative solutions to solve our clients' varied challenges. As Timmons Group celebrates our next sixty years, we are extremely proud of the legacy we have established in solving the many challenges our clients have entrusted to us. However, we are not resting on our many accomplishments of the past; but rather, we ar focusing on building our culture as community leaders and responsible corporate citizens, focused on understanding your specific challenges and helping you to realize your vision. Timmons Group, which has established itself as one of the most sought after EAM & Community Development consulting groups in the United States, is excited about working side -by -side with you and your staff to develop a technologica; legacy that you, your o ganization, and all of your stakeholders will take pride in. Our unique view of your project is one of the distinguishing traits' that sets Timmons group apart from other Cityworks asset management consultants We do not view these projects as simply a software installation and configuration job. Rather, we view Cityworks as an -integral piece of your over-riding ent rprise Community Development & CMMSlasset management strategies and the foundation upon which countless additi nal work tasks will rely upon for the feature -rich content needed to support your organization's varied daily operationa , regulatory, and customer service challenges. We look forward to sharing our ideas and solutions for this project. Our History 67 Years in btiwness 1054, cltywo ks Inipleiiie ii t tiolts Where Wei Are 1s Xationwide offices ��,,Terieitce iit 50 states • R chmond. VA f3 offices; + Charlotte, NC • Raleigh, NC • Greensboro. NC Elizabeth City IBC + Baltimore MD 100+ (DedicrctecfAsset 31anagettient c� Geospatia (staff 700+ Tota(Staff + Ashburn, VA + Round Rock, VA + Hampton Roads, VA • Staunton, VA + Dallas, TX • Phoenix, AZ • Washington, DC Michael Edwards, PM , will be our project manager for this project. Michael has a long history of implementing permitting, licensing, in pection & code enforcement solutions, specifically as it relates to Cityworks PILL. Timmons Group has irr plemented Cityworks for over 105 different clients throughout the United States and Canada. Most of these projects involvn. legacy data migration, customer support services, and software integration. The map on the following page represents this experience 00 71 P e 040 40 0 % TIMMONS GRO171 P YOUR VISION ACMIFVFO ��*Afs✓I,A M iy Software and Implementation Services for Community Development System � City of Round Rock. TX �-�m�� Timmons Group has been a CiYyworhsBusinaos Partner for 17+ years. The � symbiotic relationship enjoyed between [i�works and Timmons Group is o —� unique and tremendously advantageous team to our clients. While Ci1ywmrka TIMMONS GROUP is a software company. Timmons Group is a company focused on professional services and excellent project de|ivery. This, unique in the industry, teaming YOUR v'S/Ow ACw/*vEm rmwOuGw pums arrangement allows Citywnrkm to concentrate upon the constant development and improvement of their product offerings while Timmons Group concentrates on the suuoaoahu| imp|emantabon, neo| world use and exploitation of the Cityworko products. We view our mutual clients from somewhat different permpechvas, however this is to your advantage. Timmons Group is free to ensure that the Cityworha products are implemented so that they work utilizing � the vvorkflows, business rules and processes our mutual clients desire, Cl'otyworksino|uding in1egroiiom ioothoroo�vvare systema Timmona Groupvvi|l enaure that CiYyworkm works for you and is not a system that Round Rock must dedicate tremendous (and unnecessary) resources to. We are ynoe to concentrate on the exacting requirements our clients require. We therefore look at the operational aide ofour dient'a requirements and the strategic goals they wish to achieve, as well as keeping our clients abreast ofthe latest trends and standards in best practices of asset monagement. CYWyNS and Community Development. Cityworke can concentrate on how their products meet the basics around software constant deve|opment, ensuring the software performs as deeired, provides capabilities to meet best pnschoea and standards and stays abreast of the |abaat technology dave(npmenLa, as well as the look and hye| end users demand Cityvvorka is also able to ensure their future product offerings are aligned with long term strategic goals of not only Eeh G|S` but also their clients wishes and desires. All of this is made possible by offering to you, our clients, o true team of expertsAlthough your primary contact with the team will be with Timmons Group during the implmmentabon. C'tyworka will take an active role in the project. Our teams work together to develop our proposal responses, Cityvvorha Client Success Managers are involved in our scope development and will be involved with the project team (comprised of Round Ruok, Timmons Group and Ci\yvvo/ka) from the start, including attendance at key project meetings. Once Go Live occurs Ci1yworka involvement will become more prominent. Howevmr, rest assured, both Ci1ywmrka and Timmons Group will remain involved and attentive to you as our mutual clients well past the Bo Live stages. We share the common value that our success is truly achieved only when our clients are successful. Both Timmons Group and Cityvvorka take this seriously and feel that this unique relationship only makes our two companies stronger and our clients more satisfied. As evidenced on the map below, Timmons Group has provided Cityworksimplementation services to over90 clients throughout North America. ~ 8/Pege �� l[UMMONS GROUP L.All 111L)IL M 1111100MM MW Software and Implementation Services for Community Development System r) P"091" City of Round Rock, TX Q T*A WnN r%f"A bvl;)H DAKOTA NiEw l* MINNESOTA -14 MAI ONE W SouTwOAKOTA wisc ORE40N IDARO WYOMING I-OWA N6w Y000 NISRAsKA pas 7-k 10 Pit VAN IA 7 C14r ILLINOIS INDIANA 14011MCA UTAH COLORADO )(ANSAS Q 14 is%^ WkST V4 So- r Frv. ITSWIO u KENIVC" CALIrMOWLk QWT TEN Aftu**r*W floes 0 !Lot Aftr4ln ARiQA NEW'MfXFC0 OhLaherm Cty Awt4s*s, F%*"" k" wwltllo jw"a, CMW ALA&*' RriA ay TEXAS Am Lo _OANA v # �4 rd TOO 0 lwtft NUN* 0 Garland. TX 0 Otay Water Distncl 0 Alpharetta, GA () Naperville. iL 0 F aye"eville NC 0 1 lamilton County," aSkagit County PUI 0 Auburn, AL 0 Lafayette Consoltc Herndon, VA Richmond, VA Atexandria, VA Jackson. MS Washington OCT, 1 Co once, NY Newport News. VA Montgomery Count Waterford Charter Attoona City Author Rale gh NC Allegheny County, Chicago, IL City of Winston-Sa Watsonville, CA Morro Bay, CA Carpinteria Valley Water CA District CA Shafter, CA Atcoa 'TN 'G*oochland County VA Petefsourg VA N Henderson, KY ni, WA SeaTac, WA Sammamiish,'WA ated (3ovt, LA Weston, FL Seattle, WA Grand Rapids, MN Upper St. Clair, PA Q Tallahassee. FL )c Sugarland, TX Bartow County, GA North Miami Beach FL V, 0" Grey Forest Utilities, TX 'ownship. Ml Herrtman. UT ity, PA CD Milwaukle, OR Harrisonburg, VA )A Lebanon, OH MelroConnects. SC ern, NC Las Gallinas Valley Sanitary District, CA Macon Water, GA MA Peninsula Regional Open Space. CA American States Utility Service Asheville NC Brookhaven, GA Fredenc* Water VA Montgomery County MID Manatee County FL Florida Keys Aqueduct Authority, FL St Johns County FL Madison Wi Bonney Lake WA Renton WA Forsyth County GA QDYeim WA Tigard OR Napa Sanitation 01str ct CA Regional Munictpality of York, Canada Escondido CA Spotsylvania County VA Independence MO Bellingham. WA Charleston 'hater, SC, Fairfax County VA West Valley City UT Charlotte Water NC Sammamish Plateau Water District, WA Edmond OK Lake Stevens, WA E k Glove CA Yakima WA Douglasville/Douglass County GA Salem, VA North Gila County Sanitation District AZ Tampa. FL Baltimore County MD Nashville TN Pennichuck Water NH Consumes CSD Albe-marle County Service Authority. VA Holly Springs, NC Isle of W ght County VA 0 Fallon IL 0 Toledo OH QCharlotte County FL 10 Minot ND TIMMONS GRO14P YOUk V I".$ ON A C" A If V F 0 Ti,4 It OUGM OU14% RMNOROM rEW Software and Implementation Services for Community Development System City of Round Rock, TX Our past experience has taught us that the best measure of our organizational capability is due to our extensive list of repeat clients. we believe that this indicates client satisfaction relative to our performance. Below is a list of clients where Timmons Group has successfully provided similar services for, in various states and localities. We have also listed the client contact so that they can attest to the quality of our work, timeliness, diligence, and our ability to meet budget and schedule. we encourage you to call and inquire how they would rate our management skills, technical competence, commitment to service and project delivery. CityworksCR) Enterprise Asset Management System Implementation I City of Garland, TX Contact: Cynthia Baughman I Tel. 972.205.3237 I CBaughrnan@garlandtx.gov Address: 2343 Forest Lane, Garland, TX 75042 Project Dates: December 2015 — March 2017 The City of Garland, TX has contracted with Timmons Group to implement Azteca's Cityworks Server AMS software for the City's Water Utilities department. The City is currently using multiple systems to manage their water utilities assets. As part of this implementation, Timmons Group AM is integrating the Cityworks Server AIMS software with the City's existing financial system (Harris Cayenta), Interactive Voice Response (IVR) system, Highland OnBase document management qW system, and the City's existing Esri ArcGIS database. By integrating all of these systerns the GARLAND City will be able to reduce their cost of operations by reducing multi -entry processes, improved • • • -* W "saw customer service, and enhanced business intelligence through reporting, Timmons Group's implementation of the Cityworks Server AIMS software along with integrations to the City's other supporting systems will provide an enhanced centralized solution, streamlining and improving service request routing, work order processing, and asset analysis. This centralized solution will improve ease of use, reduce the cost of maintenance, and unify work order management processes across all departments. Cityworksi`_. Enterprise AMS & PLL Implementation I City of Auburn. AL Contact: Christopher Graff 1 334.501,7207 1 cgraff@auburnalabama.org Address: 144 Tichenor Ave, Auburn AL 35830 Project Dates: Implementation completed in 2012; Maintenance is ongoing Project Description: The City of Auburn, AL contracted with Timmons Group for implementation of an Enterprise Asset Management System (EAMS) for their water distribution division. Through extensive evaluation the City chose Azteca Cityworks as their asset management platform. Timmons Group imp emented the Cityworks Server technology to streamline and improve the way the City handles service request routing, tracking and management and for improving the Awork order management process. Cityof Auburn Timmons Group and the City's staff took part in a business process analysis and business improvements phase of the project that resulted in a clearly defined Cityworks configuration and a formal set of standard operating procedures. This process also produced an implementation approach that can be easily replicated by other departments as the City moves forward. As part of this implementation Timmons Group integrated Cityworks with the City of Auburn's existing Utility Billing System (Tyler Technologies Eden). By integrating Cityworks with the existing Utility Billing System the City has been able to leverage all of the functionality of Cityworks while maintaining their current utility billing business process. In addition, Timmons Group implemented Cityworks PLL and the Timmons Group PLL Portal. Please see the letter of reference following this section. so**** 101 Page TIMMONS GROUP 7JJk r1' 0044 THROUGH Otl4i LA1 11 VI l M NOUkd ROCK MW R tow hf soh pg"$m ESC0?___N1D1D City of Software and Implementation Services for Community Development System City of Round Rock, TX Cityworksf:Rs PLL Implementation & Citizen Engagement System Integration j City of Escondido, CA Contact: Rob Van De Hey 1 760-839-6213 1 rvandehey@escondido.org Address: 201 North Broadway, Escondido, CA 92025 Project Dates: September 2018 — May 2019 Project Description: The City of Escondido contracted Timmons Group to assist with the implementation, configuration, data conversion (frorn CRW/Superion TRAKiT .NET), and report customization/creation for Cityworks Permits, Licensing and Land (PLL) software; implementation and configuration of the Timmons Group Public Facing Portal for Cityworks PLL; and the implementation and configuration of QnBase for plan review and document management for Cityworks PLL. Cityworks Enterprise ANTS & PLL Implementation I City of Fayetteville, NC Contact: Joe Vittorelli 1910,433.1863 1 jvittorelli@ci.fay.nc.us Address: 433 Hay Street, Fayetteville, NC 28301 Project Dates: Implementation completed in 2016; Maintenance is ongoing Project Description: The City of Fayetteville, NC contracted with Timmons Group for implementation of an Enterprise Asset Management System (EANIS) and Permitting solution. Through extensive evaluation, the City chose Azteca Cityworks Server AMS (Asset Management System) and Azteca Cityworks Server PLL (Permits, Licensing, and Land) as their asset management and permitting platforms. Timmons Group utilized a phased approach for implementation of both the C tyworks AMS and Cityworks PLL implementations. The first phase of the implementation set the stage for the remainder of the project by addressing IT -related requirements and provided overviews of configuration information that were collected in the subsequent phases. Timmons Group then moved the City into Phase 2 of the implementation, development of the System Design and Configuration Plan (SD&C) Timmons Group and the City's staff took part in multiple business process analysis and business process improvement meetings to review workflow and system integration requirements for each department. The resuits of those meetings produced a clearly defined Cityworks configuration and a formal set of procedures that were documented in the SD&C plan. The resulting SD&C plan kicked off Phase 3 of the project, Cityworks Configuration. Utilizing the SD&C plan requirements, Timmons Group configured the Cityworks AMS and PLL databases. Timmons Group and the City performed a series of configuration review meetings to develop the final Cityworks configuration and integrations As part of the final phase of the project, Timmons Group provided the City with a comprehensive five-day on -site Cityworks train ng session through a hands-on approach for both end users and Cityworks administrators. Timmons Group a 'so provided three days of on -site go -live support to assist the City w th any on -the -fly configuration changes. Under this contract, Timmons Group implemented Cityworks Server AMS for the City's environmental services division This division is responsible for the collection and management of residential and commercial solid waste and recycling programs for the City's 200,000 plus inhabitants. Timmons Group implemented the Cityworks Server technology to streamline and improve the way the City handled servs'ce request routing, tracking, and management, and to improve the work order management process. Included in this implementation was integration with the City's public report -a -problem portal_; SeleG11'rkFix. Timmons Group implemented Cityworks Server PLL for the City's Permitting, Building Inspections, and Code Enforcement divisions. This implementation allowed the City to streamline the application and review process by enabling each division to share and access pertinent information through a single portal based on a cohesive workflow. 111Page • i TIMMONS GRO P f O,j B, A4'S44VYOO Yr *()%J .N 01 RS ?=740ROMFEW Software and Implementation Services for Community Development System RliRllt A�w XJIlli! Brliv, in l' Wn.41one.lalem %AEV or MQUFIU MUCK, 1 A Cityworksa Enterprise PILL Implementation & CitySourced integration I City of Brookhaven, GA Contact: Robert Mullis f 404.637,0+640 Robert, mullis a@brookhavenga.gov Address: 1 Independence Hill, Farmingville, NY 11738 Project Dates: Implementation completed in 2017; Maintenance is ongoing Project Description: The City of Brookhaven, Georgia, a City of approximately 50,000 residents, contracted with Timmons Group for an Implementation of Cityworks PILL Software and Meritage Conversion. Project tasks included upgrading the City's existing Cityworks software to implement the Permits, Licensing, and Land (PLL) software module. Along with this implementation, Timmons Group also migrated data for historical permits from the City's current Meritage system.to meet business needs 3 years out. Timmons Group is also integrating Cityworks PLL with GnBase's Electronic Plan Review. The Timmons Group Public Facing Portal was also implemented. Cityworks& Enterprise PLL Implementation I City of Winston-Salem NC Contact: Lee Nichols, IS Project Coordinator I Tel, 336.747.7013 1 Email: leen@cityofws.org Address: 101 N. Main Street, Winston-Salem, NC 27101 Project Dates: Implementation completed in 2017; Maintenance is ongoing Timmons Group implemented Cityworks PLL (Permitting, Licensing and Land) and a custom Public Portal. The implementation replaced the City's previous system, Hansen 7, as it was becoming outdated, inefficient, and unable to perform vital features the growing community needed. By implementing Cityworks, the City gained direct control over their business processes, which became completely customizable based on specific needs and allowed ease of coordination between several vital City departments. The City also saw improvement in system reporting through the development of custom reports using PLISQL and SAP Crystal Reports. The need to develop a custom Public Portal grew from the City's desire to include several additional functional requirements that were not standard with Cityworks' portal, such as increased scheduling capabilities, concentrated searching options, as well as easier payment options for their clients. Timmons Group worked alongside the client to ensure all options were included in the new system —and would address all needs appropriately. Using ESRI best practices and our expertise in development, the custom Public Portal was deployed to Savannah's Oracle environment for Cityworks 2014 SP5 and Esri ArcGIS Server 10.2as. With the successful implementation, the City of Savannah now maintains their assets over multiple departments through an integrated system. The new system also allows the City to identify and maintain workflows while giving citizens the access they need to permitting and business licenses Implementation of Cityworksa Permits, Licensing and Land (PLL) I St. Johns County, FL Contact Rocky Agbunag ! Tel. 904 209.02731 Email: ra buna s cfl.us Address: 500 San Sebastian View, Saint Augustine, FL 32084 Project Dates: Implementation completed in 2018; Maintenance is ongoing Project Description: The County of St Johns; Florida, contracted with Timmons Group to provide professional services in the implementation of Azteca System's Cityworks Permits, Licensing and Land (PLL) software module and to manage the implementation process for use in the Department of Public Works processes *% TIMMONS GROUP YOUR VISION Arb41fVFr_+ THROUGH OURS LLAIIIVII M to WW Software and Implementation Services for Community Development System City of Round Rock, TX LETTERS OF R FERENCE Y &A M City f Auburn - of auburn Urwersity June 29, 2015 Timmons Group Ron Butcher 1001 Boulders Parkway Suite 300 Richmond, Virginia 23225 RE: CiVmvrks fit', Enterprise Asser Nfaltagematt System Implementation Dear Mr, Butcher - I would like to take this opportunity to express my gratitude and appreciation for Timmons Group's performance on the implementation of our Enterprise Asset Management System over the past several projects (water distribution division, sewer collection division and public works department). We have been e.ctremely pleased with the software provided by Azteea Systems, Inc. (Cityworks) and services provided by Timmons Group. These tasks required defining our business processes, building integration between enterprise systems and configuring Cityworks to streamline and improve the way the City was currently handling service request routing, tracking and management. Ills dramatically improved oter work order management process, much due to your staff's demonstrated knowledge, expertise. diligence and resourcefulness. Timmons Group's expert implementation of Cityworks has opened a new future of asset management system capabilities and addresses the City's mission of providing quality, responsible services to its citizens. We are proud of the solutions we have built with Timmons Group and hope to continue leveraging our relationship to further develop solutions to maintain an excellent quality of life in the City of Auburn - Best regards, .�f Christopher Graff, GIS P GIS Manager, City of Auburn 144 Tichenor Avenue • Auburn, Alabama 36830 (334) 501-7260 • FAX (334) 501-7299 • %%-%vw.auburnalabama.org a v .• % TIMMONS GROUP Principal in Charge Ronald Butcher, MBA, GISS, LISP PLL Configuration Ryan Torino Patrick Wade System Designers Programmers Project Manager Project Director Michael Edwards, PMP Lou Garcia, Principal, PMP Technical Lead Kyle Kojan Data Conversion / Business Analysts Integrations Kyle Kojan Dakota Talley Ethan Reuse River Stallings Zhu Zhigiang Staff Resources Office Data Client Support Developers Technicians System Integrators Field Data Trainers Engineering Collectors I Services !LA1IiUll ^ I r""NR00a RXA5 Software and Implementation Services for Community Development System W MriM iaTti City of Round Rock, TX Key Personnel Project Director and ain Proposal Contact Lou Garcia, Principal PMP I Telephone: 443.904.3897 1 E-mail: louis.garcia@timmons.com As Project Director, Lo will work alongside Michael (Project Manager) to ensure all tasks and expectations are met by Timmons Group. Lou ill also be responsible for the management of resources and overseeing finances to ensure the project progresses on ime and under budget. He has over 30 years of experience authoring and managing numerous project management plans, needs analyses, strategic plans, and implementation plans for Asset Management and Geospatial Technology products and services. Project Manager Michael Edwards, PMP I Telephone: 804.402.7300 1 E-mail: michael.edwards@timmons.com timmons.com Michael is the Project anager assigned to this project. Upon award, he will be responsible for the day to day communications with Round Rock, coordination of activities relating to the installation and implementation team and will ensure successful accomplishment of the scope of work — all within the contract budget and project schedule. Michael now leads the success ul implementation of Cityworks AMS and PLL for clients across the united States. Michael has also led the successful integration of Cityworks with numerous 3rd party applications as well as data conversion from legacy permitting systems such as TraklT. Michael is also capable of managing the development of complex tools that integrate seamlessly with Cityworks. Additional Key Personnnel Ron Butcher, MBA, GNSP, Principal in Charge Ron's background in the development and implementation of asset management projects ffords us added depth and the ability to leverage his additional real world experiences in all of our consulting efforts. Ron will serve as the Principal in Charge for this project. He will be responsible for overseeing all technical aspects of the Round Rock engagement to ensure the development and delivery of an enterprise solution focused on Savannah project goals and objectives. Kyle Kojan, Technica Lead Kyle has experience conducting discovery workshops for both Cityworks implementations and integrations with o her systems. He is also experienced in performing data migrations from legacy systems into Cityworks. In addition, Kyle has led training sessions and developed design documents for integrations and customizations to the Cityworks software. Kyle has worked closely with the Timmons PLL Portal on a number of projects, and is well versed in th functionality and implementation process for the portal. Kyle is also a certified installer of the OnBase document mariagernent software, and has worked on projects that integrate the OnBase Plan Review module with the Timmons Port;ur I. Kyle has the extensive knowledge needed to fulfill the requests of any project and has shown to be a valuable asset to Cityworks AMS and PLL implementation Learns. Ryan Torino, PLL Configuration Ryan is an Analyst who has extensive experience working on various GIS projects across multiple levels af state and local government. His project experience includes Next -Generation 911 data maintenance for local covernments, parcel data maintenance, stormwaterlsewer data maintenance, road centerline maintenance, and right-of-way maintenance. During his time at Timmons Group, he has served in several staff - augmentation assignmili nts at Chesterfield County and the Virginia Department of Transportation where he took the initiative to identify and implement business practices to more efficiently maintain various GIS datasets. Ryan transitioned to the Asset Management and Community Development group at Timmons Group in September 2019 and has worked on various Cityworks implementation projects including the City of Asheville, the City of Fayetteville, Napa Sanitation, Doug lasville-Douglas County Water and Sewer Authority, and the City of Toledo. Ryan is very proficient working with SQL, Crystal Reports, and ArcGIS, and having an extensive background in GIS, he uses this background to optimize the clients' utilization of Cit works in conjunction with their GIS data. Ryan is a superb communicator, problem -solver, and always strives to ensur he meets the client's needs and expectations. Patrick Wade, PLL C nfiguration Patrick has considerable experience working with GIS for a wide variety of projects involving field data coil ction, spatial analysis, and application development. He has used GIS to maintain and create large datasets for addr sling, natural and municipal resources, parcels, sustainability projects, and a range of utility assets. Added to Timm ns Asset Management team in 2019, Patrick has worked on a number of projects with clients, including Albemarle County Service Authority, Asheville Department of Public Works, City of Salem, Virginia, and West Valley City, Utah. He has assisted in the development and implementation of Cityworks AMS and PLL applications for clients and is experienced in creating solutions to meet or exceed client expectations. • 0+s®!• 151 P a g e o TIMMONS GROUP .€ Y01.IR YEJiJN ANfifVF1' r"440(;Gwq Ocj K L. A l 11 U 1 l MUSDKCGC TEMS Software and Implementation Services for Community Development System ��r .�cw �asrcn City of Round Rock, TX Ethan Reuse, Business Analyst Ethan has excellent GIS technical analytical skills and has worked on GIS field data collection and validation projects for 911, electric power distribution, and water utility location. He has GIS data maintenance and update experience including: parcels_ Structures, addressing, utilities, and natural resources. He is skilled in implementing Cityworks AMS/PLL server and has done so successfully for a handful of clients. He has also successfully performed on site training and workshops for the following clients: City of Asheville Department of Public Works, Spotsylvania County Department of Public Utilities, MidPeninsula Regional open Space District, and the City of Madison, Wisconsin. Through these trainings he has developed training documentations and has developed bonds with the clients while being onsite. Ethan has become experienced in editing and customizing work activity pages in Cityworks using XML to meet the needs and wants of the clients that is not available in Cityworks directly out of the box. River Stallings, Data Conversion/Integrations River is an Applications Developer at Timmons Group. He is experienced with software development including web, desktop, and console applications, server deployment, data analysis, unit testing, and database development. His skills include C#, PHP, Ruby, JavaScript, JQuery, CSS 3, HTML 5, Bootstrap, .Net, MVC, UX design, ESRI JavaScript API, Google Maps API, PublicStuff API, Cityworks API, and SQL and Oracle database scripting. River has the extensive knowledge needed to fulfill the requests of any project and has shown to be valuable on our development team. Zhiqiang Zhu, Integrations / Public Portal/Mobile Tools Zhiqiang is a GIS applications developer at Timmons Group. He has a diverse background in design and coding development in GIS-based projects and as full -stack Net developer on desktop and web -based projects using hybrid programming languages (C#, JavaScript, T-SQL & PL/SQL) in Agile and Scrum / Kanban environment with TDD and SOLID as best practices. He communicates effectively with clients and product manager to prioritize deliverables. He is flexible in roles and always ready to help others to ultimately achieve team goals. Zhiqiang learns new technologies quickly to adapt new requirements while delivering quality work product on time. Dakota Talley, Data Conversion/Integgrations Dakota is a GIS Analyst in Timmons Group's Asset Management and Community Development group. He has experience in GIS, cartography, and programming with a focus on systems integrations for local governments. He is proficient in the following programming languages: ArcGIS, Java, Python, and SQL. During his time at Timmons Group, Dakota has played a valuable asset to our team in the support of seamless implementations and integrations of asset management systems for our clients. Detailed resumes are included on the following pages: .`...*� 161Page 0 • TIMMONS GROUP ROUNU ROCK TEXAS Software and Implementation Services for Community Development System RMIM. VILMAM 7092F " City of Round mock, TX Lou Garcia, PP I Project Director, Timmons Group Education BS, Geography and E vironmental Planning, Towson University, 1989 Experience 30 Years Certifications Project Management Professional (PMP), Project Management Institute; March 2009 Cityworks AMS Server June 2012 Miller-Hiernan Busines Development Training; December 2005 Staff Management Training; August 2005 Spatial Database Stan arils for Infrastructure and the Environment 2.5 , (SDSFIE) March 2005 Mapping Grade GPS Training, December 2004 Trimble Survey Grade PS Training; November 2004 Project Management T aining, American Management Association; March 2001 Lou Garcia is a Senior roject Manager with over 30 years of experience in Consulting and Project Management of Enterprise Asset Mana ement, GIS, engineering, and surveying projects. He has experience at the technical consultant leadership level in applying analytical processes to the planning, design, acquisition, and implementation of new and improved business processes, GIS tools,, productivity tools, and services. He has authored and managed numerous project management pl ns, work plans, needs analyses, strategic plans. and implementation plans for Asset Management and Geospatial Techn logy products and services. Select Project Experience • Cityworks Se er PLL Implementation for New Asset Tracking, Spotsylvania County Department of Utilities, VA • Cityworks Server AMS & PLL Software Implementation, City of Alpharetta, GA • Cityworks Server AMS and PLL Software Implementation Winston-Salem, NC • Implementation Services for Cityworks PLC Phase 1, Esuond-do, CA • Cityworks PLL Integration, St. Johns County. FL • Cityworks PLL Integration, Brookhaven, GA • Public Facing Portal, West Valley City. UT • Cityworks Server AMS Software Implementation, Bartow County GA • Cityworks Server AMS Software Implementation, C ty of North Miami Beach, FL • Cityworks Server AMS Software Migration from Cityworks AMS Desktop, City of Lebanon, CH 171Page • TIMMONS GR04P IrOWN V11'snH ♦r HIS ir-rj ?'Hstour." o4U :' L.Al 11111UIL M �Ms0 RNA. IEW Software and Implementation Services for Community Development System MR0 City of Round Rock, TX Ron Butcher, Jr., GISP, MBA' Principal in Charge Education MBA, Management Information Systems, University of Dayton, 2000 BS, Computer Science, Magna Cum Laude, Park University, 1994 Experience 18 Years Certifications GIS Professional (GISP) GIS Surveyor (GISS), South Carolina Ron is an accomplished Senior Manager with 18 years of success developing, integrating and aligning technologies to meet customer business needs and achieve corporate goals and objectives. Results -oriented director with effective balance of long-range vision and realistic pragmatism-, highly adept at devising new strategies, tools and services that provide superior results at minimal cost. He is an inspirational and collaborative leader with a talent for building successful long-term relationships with customers, forging consensus between stakeholders with various priorities, and developing cohesive, high-performance teams ready to meet any challenge. Ron leads our team of subject matter experts focused on the delivery of Enterprise Asset Management (EAM) solutions required to solve the complex asset management challenges for our water, wastewater, stormwater, gas, electric and public works clients. He has significant Cityworks EAM implementation and system integration for utility customers throughout the United States. Select Project Experience • Cityworks Server PLL Implementation for New Asset Tracking, Spotsylvania County Department of Utilities, VA • Cityworks Server AMS and PLL Software Implementation, C ty of Fayetteville, NC • Cityworks Server PLL Implementation, Herndon, VA • Cityworks Server PLL Implementation, Auburn. AL • Cityworks Server PLL Implementation, Brookhaven, GA • Cityworks Server PLL Implementation, Tallahassee, FL • Cityworks Server AMS and PLL Software Implementation, W',nston-Salem, NC 0 Cityworks Server AMS Software Implementation City of Naperville, IL 0 Cityworks Server AMS Software Implementation, Hamilton County, TN 0 Enterprise Work Management System, City of Alpharetta, GA • Cityworks EAMS. Department of Public Utilities, Auburn, AL • Cityworks EAMS, Lafayette Consolidated Government LA • Cityworks Computer.zed Maintenance Management System, Department of Public Utilities, Richmond, VA • Cityworks EAMS Support, Department of Public Works and Environmental Services, Alexandria, VA % 18 1 P a g TIMMONS GROUP 'roki0k VISION ,Li 14IFYfo rwftlr�-UZA 11±A_3 .41 'e L.AI 11101 L M KNo Rom rLxmi Rwnyr +ae�oK Software and implementation Services for Community Development System wa�nti+. City of Round Rock, TX Michael Edwards I Project Manager, Timmons Group Education BA, Public and Urban Affairs, Virgin,a Tech, 2011 MS, Urban Regional P ann:ng, Virg nia Commonwealth University 2013 Experience 8 Years Michael is a Protect M nager at Timmons Group with considerable experience in Cityworks consulting and enterprise system design gained hrough work with utilit es, state and local governments and private industry. Michael began his career in urban planning where he quickly gained expertise in GIS systems, data collection and analysis. Michael now leads the successful implementation of Cityworks AMS and PLL for clients across the United States M chael has aso lead the successful integration of Cityworks with numerous 3rd party applications as well as data conversion from legacy asset management sy tems. Serving as our Product Manager for the Timmons Group Portal. our Mobile Inspection tool for Cityworks PLL and arious Cityworks plugins. Michael is a'so capable of managing the development of comp ex tools that integrate seam Ies ly with Cityworks Select Project Experience • Cityworks Server PLL Implementation for New Asset Tracking, Spotsylvania County Department of Utilities, VA • Cityworks Server PLL Implementation, Charleston Water, SC • Cityworks Server AMS and PLL Software Implementation, City of Fayetteville, NC • Cityworks Se er AMS and PLL Software Implementation. Winston-Salem, NC • Cityworks PLL Implementation, St Johns County, FL • Cityworks PLL Implementation, Brookhaven. GA • Cityworks PLL Implementation, Auburn, AL • Cityworks Server Implementation (PLL), Tallahassee FL • Cityworks Ser er Implementation (AMS), Bartow County, GA • Cityworks Se er Implementation (AMS), Lebanon. OH • Timmons Group PLL Portal, Product Development Manager • Cityworks(g) Server AMS, Asset Management System Implementation, Garland, TX • Skagit County ityworks Enterpr.se Asset Management System Implementation, Skagit County, WA • Milwaukie Cit orks Implementation, Milwaukie, OR • Cityworks Dat Conversion, City of Herriman, UT • Cityworks Ent rprise Asset Management System Implementation, Alpharetta, GA • Cityworks AIM Implementation, Goochland County, VA References • Spotsylvania County, VA I Erik Ray I (540) 898-2053 1 Eray@spotsylvania.va.us • City of Auburn I Chris Graff 1334.501 7260 I egraff@auburnalabama.org 191 Page • TIMMONS GROUP YOuA V1410H #*e*"1?Vf0 TH44©UC" 04 $ rot � IMM Software and Implementation Services for Community Development System w 1R7�7+1t City of Round Rock, TX Kyle Kojan j Technical Lead /Business Analyst Education BS, Environmental Studies, 'Virginia Commonwealth University, 2015 Experience 4 Years Kyle is a GIS analyst at Timmons Group. He is experienced with data development, data analysis, GIS mapping, and project deliverable quality control based on defined parameters. He has extensive knowledge of Cityworks Server PLL and the Timmons Group PLL Portal. Kyle has experience conducting discovery workshops for both Cityworks implementations and integrations with other systems. He is also experienced in performing data migrations from legacy systems into Cityworks. In addition, Kyle has led training sessions and developed design documents for integrations and customizations to the Cityworks software. Kyle has worked closely with the Timmons Group PLL Portal on a number of projects and is well versed in the functionality and implementation process for the portal. Kyle is also a certified installer of the anBase document management software and has worked on projects that integrate the QnBase Plan Review module with the Timmons Portal. Kyle has the extensive knowledge needed to fulfill the requests of any project and has shown to be a valuable asset to our Cityworks AMS and PLL implementation teams. Select Project Experience • Cityworks Server PLL Software Implementation, City of Winston-Salem, NC • Cityworks Server PLL Software Implementation, Auburn, AL • Cityworks Server PLL Software Implementation, Charleston Water, SC • Cityworks Server PLL Software Implementation, Brookhaven, GA • Cityworks Server PLL Software Implementation, Tallahassee, FL • Cityworks Server PLL Software Implementation, Escondido, CA • Cityworks Server PLL Software Implementation, Edmond, OK Ryan TOI'1110 I PLL Configuration Education BA, Geography, Virginia Tech 2012 Experience 6 Years Ryan is an Asset Management/Community Development Analyst who has extensive experience working on various GIS projects across multiple levels of state and local government His project experience includes Next -Generation 911 data maintenance for local governments, parcel data maintenance, stormwater/sewer data maintenance, road centerline maintenance, and right-of-way maintenance. During his time at Timmons Group, he has served in several staff - augmentation assignments at Chesterfield County and the Virginia Department of Transportation where he took the initiative to identify and implement business practices to more efficiently maintain various GIS datasets. Ryan is very proficient working with SQL. Crystal Reports, and ArcGIS, and having an extensive background in GIS, he uses this background to optimize the clients utilization of Cityworks in conjunction with their GIS data. Ryan is a superb communicator, problem -solver, and always strives to ensure he meets the client's needs and expectations. Select Project Experience • Cityworks PLL Implementation, Charleston Water, SC • Cityworks PLL Implementation, Edmond, OK • Cityworks PLL Implementation, Toledo, OH • Cityworks AMS Implementation, Escondido CA • Cityworks AMS Implementation, Public Works, City of Asheville, NC R % 201 P a g e TIMMONS GROUP "NO ROM rDVS Software and Implementation Services for Community Development System City of Round Rock, TX Patrick Wade I �LL confi9uratio►, Education MS, Geographic Scien e, .dames Madison University, 2018 Experience 3 Years Patrick has considerable experience working with GIS for a wide variety of projects involving field data collection, spatial analysis, and application development. He has used GIS to maintain and create large datasets for addressing, natural and municipal resources, parcels, sustainability projects, and a range of utility assets. Added to Timmons Asset Management team in 2.019, Patrick as worked on a number of projects with clients, including Albemarle County Service Authority, Asheville Department of Public works, City of Salem, Virginia, and West Valley City, Utah. He has assisted in the development and impl mentation of Cityworks AMS and PILL applications for clients and is experienced in creating solutions to meet or ex eed client expectations. He has participated in weekly client and on -site meetings ,where he has communicated with and delivered results for clients. Patrick brings a strong background in GIS to the team and significant experience working wit local and state governments, as well as a variety of other entities. He is very communicative, works hard to deliver a <emplary and timely project results and updates, and has a passion for collaborating with a team, while serving the community through the work that he does. Select Project Experience • Cityworks PLL Implementation, Edmond, OK • Cityworks PLL Implementation, Toledo, OH • Cityworks AM$ Implementation, Albemarle County Service Authority, VA* Cityworks AM Cityworks AM Public Facing Ethan Reuse I Education BA, Geography, Virgin MS, GIS/Cartography Experience 4 Years Ethan has excellent C 911, electric power di: parcels. Structures, ai and has done so succ for the following client MidPeninsula Regioni developed training do Select Project Experii • Cityworks PLL • Cityworks PLL Cityworks PLL • Cityworks AIVt� • Cityworks Date Implementation, Salem, VA* Implementation, Asheville, NC )rtal for PLL, West Valley City, UT isiness Analyst Tech, 2016 niversity of Wisconsin Madison, 2018 technical analytical skills and has worked on GIS field data collection and validation projects for bution, and water utility location. He has GIS data maintenance and update experience including: -essing, utilities, and natural resources. He is skilled in implementing Cityworks AMS/PLL server sfully for a handful of clients. He has also successfully performed on site training and workshops City of Asheville Department of Public works, Spotsylvania County Department of Public Utilities, Dpen Space District, and the City of Madison, Wisconsin Through these trainings he has mentations and has developed bonds with the clients whi a being onsite ice iiplementation, Charleston Water, SC Implementation, Edmond, OK Implementation, Baltimore County, MD Implementation, Albemarle County Service Authority, NC* 1 Audit/Support, Spotsylvania County, VA" TIMMONS GRO YOUR VIltIOH ACH1fV#0 THROUGH L A 1 11 IJ 1 L /'-% AWMDRD0XTEW Software and Implementation Services for Community Development System RaMw Mum /nl�a" City of Round Rock, TX RIV@I' Stallings I Data Conversions /Integrations Education 6S, Computer Information Systems, ITT Technical Institute, 2011 Experience 9 Years River is an Applications Developer and Product Manager at Timmons Group. He is experienced with full -stack software development including web, desktop, console, and mobile applications, server deployment, data analysis, data modelling, data management, unit testing, and database development. His skills and knowledge areas include C#, PH P, Ruby, JavaScript, JQuery, CSS 3, HTML 5, Bootstrap, .Net, MVC, UX and UI design, ESRI JavaScript API, Google Maps API, PublicStuff API, Cityworks API, and MSSQL and Oracle T-SQL and PUSQL database scripting. He has worked on PLL and AMS Cityworks data integrations with the SCADA, PublicStuff, Quickbooks, Wonderware, Munis systems He has successfully integrated the Timmons Group PLL Portal with several payment processing systems including Elavon, Strip, PayPal, InvoiceCloud, OpenEdge, ETS, Trust Commerce, and iPament. River is also responsible for the development, management, and enhancement of the Timmons Group PLL Portal. Select Project Experience • Cityworks-Timmons Group PLL Public Portal Design and Development, City of Tallahassee, FL • Cityworks-Timmons Group PLL Public Portal Design and Development, City of Winston-Salem, NC • Cityworks-Timmons Group PLL Public Portal Design and Development, vilest Malley City, UT Cityworks-Timmons Group PLL Public Portal Design and Development. Q'Falion, IL Zhigiang Zhu I Data Conversions /Integrations Education BS, Computer Science, South China University of Technology, 200 MS, Computer Science, Colorado State University, 2011 Experience 6 Years Zhiqiang is a GIS applications developer at Timmons Group. He has diverse background in design and coding development in GIS-based projects and as full -stack .Net developer on desktop and web -based projects using hybrid programming languages (C##, JavaScript, T-SQL & PL/SQL) in Agile and Scrum I Kanban environment with TDD and SOLID as best practices. He communicates effectively with clients and product manager to prioritize deliverables. He is flexible in roles and always ready to help others to ultimately achieve team goals. Zhigiang learns new technologies quickly to adapt new requirements while delivering quality work product on time. Select Project Experience • Savannah Cityworks AMS/PLL Implementation, W'nston-Salem, NC Implementation of Cityworks Permits, Licensing and Land (PLL) software, Auburn, AL Cityworks PLL Public Porta , Fayetteville, NC Tallahassee PLL Portal M+odfications, Tallahassee, FL * �90* 22 1 P a g e 0 TIMMONS GROUP �ROU14DROCr%wmK.TEJ(AS Software and Implementation Services for Community development System I%owkoity of Round Rock, TX Dakota Talley I 'Data Conversions / Integrations Education BA, Geography, Virginia Tech, 2016 Experience 2 Years Dakota is a GIS Anaiygt in Timmons Group's Asset Management group. He has experience in GIS, cartography, and programming with a foq, us on systems integrations for local governments. He is proficient in the following programming languages: ArcGIS, Ja a, Python, and SQL. During his time at Timmons Group, Dakota has played a valuable asset to our team in the suppor� of seamless implementations and integrations of asset management systems for our clients. Select Project Experience • City of Brookhaven PLL Implementation, Brookhaven, GA • Cityworks PLL jlmplementation, Escondido, CA • Cityworks PLL Implementation, St. John's County, FL • Cityworks PLL 'Implementation, Charleston Water, SC • DDGT Cityworks Business Process Redesign, Washington, DC • Madison Asset Management Implementation, Madison, WI • Renton Cit oZ AMS Parks Implement, Renton WA yw � p ► • Albemarle Coulnty Service Authority, Cityworks AMS Implementation, Albemarle County, VA • Bellingham Cit orks AMS Implementation, Bellingham, WA • Napa Sanitatiori Cityworks AMS Implementation, Napa County, CA 23 1 Page TIMMONS GROUP L-Al 11LAL I-% RQUh D ROM TUAS Mft"% PROVIL" Software and Implementation Services for Community Development System City of Round Rock, TX PROJECT UNDERSTANDING AND APPROACH UNDERSTANDING OF THE PROJECT Timmons Group understands that the City of Round Rock (Round Rock) desires a proposal to provide a migration from your existing system (TracklT) to Cityworks PLL to support the Permitting, Development Review and Inspections processes that assure Round Rock adheres to local, state, and federal requirements and that citizens are protected from environmental or public safety hazards. The proposed software solution (Cityworks PLL) will increase the coordination between departments, will improve the accuracy and speed of the review of permit requests, provide support documentation for review decisions, and increase efficiencies in researching property history and ordinance violations for the City of Round Rock. Our or000sed scone of services includes: Set uv all hermit types and workflows in City word F��L P Yes Tasks 7, 8 & 9 -_ &_ - — ---------- Review workflows with City staff for final approval - ------------ * -------------- - -- .- - 0 Yes Tasks 7, 8 & 10 Setup a fee schedule for all permit types, the vendor will be expected to Yes Tasks 7 & 8 establish fee calculations and GL account codes for each permit type Setup, template letters to customers ----------_------------_ Yes Tasks 7 & 13 Set up invoice templates Yes ...... Tasks 7, 8, 9 & 13 Provide training or opportunities to City staff Yes Task 14 B " o--n- the in order to quickly e site during he I ickly address any potential Yes Task 17 issues Provide after go -live support to resolve any potential conversion issues Yes Task 18 To meet these goals our approach will begin with the review of existing business processes so that the new technology supports best practice processes and operation improvements. By utilizing an iterative approach with an intuitive solution, Round Rock staff will be provided with the means to adopt best practices, streamline processes, manage costs and promote transparent access to permit and development management activity information. This effort will support Round Rock as it strives to provide an exceptional level of service to an increasingly technologically savvy and growing population. of ...Ateo'.1relit 0jj f Rec voa) x ji-49j&a 5%otho11, 00 00 40 lot IM d17 4 Ad t 5 y $tc 0 fcr h4l A040 01 V *N�lk % TIMMONS GROUP ROUND ROCK TiXA.S Software and Implementation Services for Community Development System City of Round Rack, TX To facilitate these goallo Round Rock needs to evaluate, purchase, and implement Cityworks PLL. Timmons Group has addressed the followinb functional areas in the sections below-. • Land use-bas d record keeping including addressing, parcels and related zoning • Pre -development review including requests for building permits through the Plans Review Process, Preliminary Plats and Site Development Plans • Permit applica ion processes, including but not limited to Building Permits, Electrical Permits, Plumbing Permits, Land Disturbance Activity Permits; Zoning Permits, etc Cityworks PLt, has the capacity to expand to include new permits and ar plications in the future. • Permit issuance and fees payments Certificate of qccupancy and Certificate of Completion issuance and tracking • Contractor lice rises • GL Code assignment/track ng • Report develo ment and research capabi ities for permit. nspection and applications • Code and Engjneering TECHNICAL APPROACH Timmons Group has developed a phased and collaborative project approach that will provide the best overall solution to The City of Round Roc (Round Rock), our approach for each major Stage and Task is centered on three major program components, Project Managtbment Core Software Configuration Department (F inctional Group) Specific Implementations & replacement/integration of/to various existing Ifuture systems Successful implementation of Cityworks PLL as a core technology for Round Rock requires a thorough understanding of the individual processes and information management applications used throughout the organization. An appropriate level of planning and strateg'zing is required to ensure the end -users' needs are ident-fied, understood, and designed for prior to implementation. In order to better demo strate the implementation tasks to rnplement Cityworks PLL, and the Timmons Group PLL Portal, our implementation me hodology is broken into 2 distinct phases as follows • Phase 1 = Ci yworks PLL implementation • Phase 2 = Ti mons Group PLL Portal implementation As previously stated. t e success or failure of Cityworks PLL implementations is most often not attributable to the technology componentso, but rather to managing the implementation of the software solution and the organization's ability/inability to effectively achieve the change associated with the imp'-ementation. We will partner with Round Rock in developing a strong body of users throughout the implementat on process. The widespread adoption that is often anticipated by the prod ct stakeholders during the planning and development of enterprise systems can quickly wane shortly after implement tion if the change process is not effectively managed The failure to adequately train and support new users is often a cause for immediate and permanent resistance to the adoption of the system Incorporating a strong training and coaching program is an effective change management tool and appropriate budget a1ocations should be made and adhered to throughout the system implementation and adoption life -cycles In 3ddition Round Rock would be well -served by identifying and empowering staff responsible for the daily operations and a ministration of the system_ This individual (or individuals) should have a broad understanding of the varied services eac department provides, the technique in which services are delivered, and the manner of how Cityworks solution sup arts the delivery of each service. The responsibilities will also include the coordination of various support mechanisms a ailable to each end user for the assistance in expand}ng the user's knowledge of not just their role within the community d velopment program, but also in a broader context of the overall importance of the enterprise community developme t program to the organization. .!••®* 25 P a. g e 0 • TIMMONS GRQ P YOUR V!(I,`4N 4rmlsvf4 IMAOUCIN 11.1e1< 4 p Software and Implementation Services for Community Development System City of Roland Rock, TX Preliminary Project Plan This project will be serviced via our resources located in our corporate headquarters in Richmond, VA; as well as various other offices across the United States. Round Rock is ready to begin implementation of Cityworks Server PLL to organize, manage and track its Permitting, Inspections, Licensing and Code Enforcement activities. Successful implementation of the Cityworks Server PLL solution as a core technology for Round Rock's Community Development System requires a thorough understanding of all the individual processes and business intelligence applications embraced throughout the organization. By utilizing Timmons Gr-oup's proven phased implementation approach we wi be able to design a solution capable of delivering the desired functional goals, while providing the returns -on - investment upon which the project has been justified and its successes will be measured. All Project Team members selected for this engagement have recent significant experience in the planning, design, and implementation of multiple enterprise Ctyworks projects of varying depths and complexities. However, our experience indicates that these competencies alone do not automatically translate into successful projects. Rather, the key to project success is the proper utilization of ava lable resources within the framework of a well -managed project plan that completely addresses each of the following processes • INITIATION -- project authorizations and expectations • PLANNING — project definitions, objectives, deliverables, and analysis of alternatives • EXECUTION -- coordination of resources, quality control, delivery of products and services • CONTROLLING --- monitoring and measuring to identify variances and initiate corrective actions 6 CLOSING — acceptance of project results and deliverables With our Project Manager serving as the hub of our team, and the conduit of communications between our subject matter experts and the Round Rock Core Team, we propose to utilize the following management tools in order to programmatically and proactively manage the proposed project to a successful end. The following implementation and support functions will be addressed in the project plan with designations for each implementation/deployment phase recommended, • Project Planning/Execution • Communications Planning/Execution • Infrastructure/Hardware/Environment Configuration and Build, if applicable • Business Review, GAP Analysis and Solution Recommendation • System/Application Configuration and Validation • Data Analysis, Design and Development • Customization/Interface Analysis, Design and Development • Testing (System, Performance and User Acceptance Testing) • Training and Documentation • Implementation • Operations, Maintenance and Support The Timmons Group approach to the Cityworksf,� Server PLL implementation and configuration is to work interactively and iteratively with Round Rock, to identify and rank the workflows and interactively model the processes in PLL. Through th's effort Round Rock staff, who are designated to manage and maintain PLL, will participate in the developmert process and learn the nuances of building the workflows, templates, and cases. A comprehensive training program that is focused on creation, maintenance, and administration of PLL using Round Rock specific workflows created -n conjunction with Round Rock staff will be pursued our team has found this process to be cost effective and ensures our clients are comfortable in taking ownership of their PLL environment At a minimum the configuration will include the following for the PLL implementation process Planning and Zoning Site Plan Review ��,,0la 26 ( P q 0 TIMMONS GROUP rOk-44 V%%t0N AC140r14F() 7AROU .w 00A1, Al I1U1 L h �ROl1ND ROUC TEXAS RomM MIM /AOV1�R Software and Implementation Services for Community Development System City of Round Rock, TX Fee Calculation 8�ilding Plan Review _ dL Account Codes Permits Inspections Contractor licensing The implementation to m will facilitate a series of onsite workshops with identified Cityworks users for the purpose of establishing the neces ary understanding of individual responsibilities, work processes, regulatory stressors. etc. We also understand that conve ing legacy data from the existing software product (TracklT) will be necessary within our proposed scope of services. By cathering and analyzing the end user requirements, the implementation team will best prepare us to implement Round Rock's solution such that the individual user requirements are able to be met in the context of Round Rock's over -arching st tegies. Our Approach to Project Management Timmons Group specializes in delivering community development solutions for our clients We have accumulated years of experience and lesson -learned that has shaped our project management and implementation approach. our project manager will be responsible for: • Facilitating nee ings between the Timmons Group team and Round Rock's project stakeholders; 40 Preparing for, and conducting, all on -site and on-line meet ngs: • Reporting risks land impediments to the team as issues air se and maintaining a risk registry on our web -based project portal; 0 Maintaining the Droject work plan and project schedule: • Managing change; and • (Monitoring and eporting project performance Project Management flan (PMP) The PMP integrates ano consolidates all of the subsidiary management plans from the planning process, including: • Scope ,manage ent plan (inc uding the change management process, • Schedule management plan • Cost managers nt plan • Quality manage ent plan • Human resource plan • Communication management plan ••• • Risk manage m nt plan TIMMONS GROUP • Procurement m nagement plan `�` ��enr�ew� Project baselines are a tablished for An ." �'' schedule, cost and sco e These baselines %%" are combined into a pe ormance 40,so„Go,P„qm measurement baseline against which aw"s - . integrated performance can be measured to 6'.1owwk throughout project execution, Our Project n Q.awom , Manager will develop a d deliver a PMP C�W-A outlining the tasks sch Jule, del iverables�milestone , commun cation plan and the associated res urces in (internal."external) necessary for the project to np�Nkw be successful.YK �,.� u x Project Tracking and Reporting nAA -06, Timmons Group will mE intain procedures W% 0 ' throughout the project f r tracking and 6 reporting progress. We will utilize the already l iw.x 8. fram• Y� established, dedicated, secure online project portal that provides centralized, on -demand access to project documents and status. that we are currently using for the Cityworks AIMS Roadmap project our approach to project management is very "hands-on" and will support constant communication to minimize project risk, remove impediments to progress, and to ensure that we are delivering the best possible solution. s#••!~• 271Page 0 • TIMMONS GROUP L.Al liult AM ROUND MOCK. TEXAS Software and Implementation Services for Community Development System City of Round Rock, TX Standard project management documents that will be posted to the project portal include: bi-weekly status reports (MS Word), current and past versions of the project work plan (MS Project), key project decision log, risk register and a task/action item log. At the end of each month we will provide Round Rock with a project status report that documents the activities performed during the previous month. At a minimum the report shall address the following: • Status of all tasks, • Planned work to be carried out in the ensuing month; • Problems (risks and impediments) encountered; • Mitigation actions taken to resolve problems', Key decisions (technical and administrative); • Open action items; • Schedule update', • Financial update; and • Project performance measurements Questions and Issue Tracking Timmons Group recognizes that communication between Round Rock and our project team must follow a standard now, if the project Is to succeed. We will assume the primary role of controlling communication between our project team members as well as Round Rock employees. Should issues arise during the course of the project, we will log and track issues and key decisions (administrative and technical), questions, and action items in order to ensure that the decisions made during the communications are appropriate and that all resolutions are documented. The project tracking log will be maintained on the project portal. The goals of Timmons Group's communication plan are to ensure that the project objectives are clearly articulated and met, that tasks are completed on schedule, issues are identified and promptly resolved, and that project status is continuously communicated to Round Rock core team. The communication plan addresses the primary aspects of project communication, including: • What is being communicated • To whom it is to be communicated • How it is to be communicated (e.g. In -person, e-mail, call, etc.) • When it is to be communicated Timmons Group will employ a proactive approach to project communication, consisting of the components more fully defined below, to ensure the proper and efficient utilization of resources and the timely delivery of products and services within the framework of the project Scope of Work. Scope Management Plan Understanding that issues will arise during the project that may require changes to the agreed -upon scope of work, a proactive method of identification and management of these issues must be utilized. Timmons Group uses a Change Control Process that is illustrated in the following process flow diagram.- Final project costs are established through the development of a detailed Scope of Work — one that establishes what products and services will be delivered as well as those that will not be provided as part of the established fee. A level of open and honest communication among all stakeholders is required such that system functionality can be balanced with available funding, and appropriate and reasonable expectations set. Once these elements have been addressed, cost control becomes a multi -tiered effort involving effective project management, clear communication among stakeholders (especially the Project Managers), schedule management, and quality control. To protect both parties, client and consultant, a Change Control Process must be developed and adhered to throughout all phases of the project. Any modifications or deviations from the agreed upon Scope of Work, including system functionality, service delivery, technical documentation, or project schedule or budget will be subject to Change Control procedures: Any project team member may initiate a Change Request whenever there is a perceived need for a change that will affect the desired or anticipated outcome of the work or any element of the project. The project team member should use a Change Control Notice (CCN) form as appropriate for the change: 1. Agreement to a Change Request signifies agreement to a change in overall costs, functionality, time scales, or other identified project impact. 2. Changes will be identified and communicated by / to the respective Project Managers by any of the prescribed communication channels. Change Requests may be introduced via verbal conversation or other form of communication but must be supported by the appropriate CCN document. 28 1 P a g e TIMMONS GROUP YOUM YiSi®N ACKOFV10 TNAOUGW OURS r,)NOUNDROCK TEXAS ftVAM 3. All CCN's will tie signed by both the Timmons Group and Round Rock P oject Managers to i dicate acceptance of he changes. 4. All project participants should understand that time is of the a 31sence when initiating, reviewing, negotiating, and approving Change Requests, as any delays to work in progress cans d by a CCN may imp ct the overall project schedule. Software and Implementation Services for Community Development System City of Round Rock, TX The CCN template pro osed for this project is presented on the following page. A complete library of CCN documents will be developed and archived for team refer nce as the project progresses. Schedule Nlanagemer Timmons Group utilize: Project to track all task: and dependencies of o asset management pro change control process the process outlined in Management Plan. ThE reviewed at project pro and any changes are a the project team (whirr Round Rock stakehold, Risk Management Risk Management is m project progress meetir communicated via a sh that identifies the risk, c risk based upon severc- progress report that wil t Plan Microsoft milestones it enterprise ects. The is the same as scope schedule is Iress meetings treed upon by includes ,rs). inaged via g and srrrl�.r�rr►r F"Po.!fhC ►,r� Irr,1,:►tnu� f�:.t u�►c4tt��s Cc": :►�: rti�(`ciE't1 c ilo 1;� 5 !e:(�tJrtr:{1 .c► CC' P r>r��,ccl I��►►rt r'ip'cr`tiCr71; Cl�; moes I.OE 3red document :olor codes the ? Group 2 configuration I criteria and specifies a mitigation strategy. The Risk Register is included within the project be provided to the project upon an agreed upon interval Our Approach to Quay Control Quality Control on a Timmons Group Cityworks implementation project is on -going throughout the life of the project. In addition to formal item such as a Project Management flan, Testing Plan and an Acceptance Plan and Acceptance Certification, we employseveral quality control measures throughout the life of the project. Vile have assigned a Project Director to this project. n this role the Project Director will act as the Senior Technical Reviewer for all project deliverables. Specific q ality control procedures include internal review meeting between the Project Director and the project team as well as a formal change control process to deal with project changes. Timmons Group has clear and defined roles for the Q ality Control responsibilities of all staff members. Because all staff levels of the project team are involved in delivering quality service to our clients, each employee is given the necessary training and orientation to perform a specific task. Prior to being assigned to a specific {duality Control responsibility, staff members must meet minimum qualifications and must be approved by the Principal in Charge. Timmons Group has an established program for 0 6 !,* 29 1 P a g e • % TIMMONS GROUP YOUpt w11*40N AkcHifyto THROUr•w MAPS L—Al MA I-% QWhUCK RO. TDAS Software and Implementation Services for Community Development System Polo City of Round Rock, TX project Quality Contol that is incorporated into our contract management process. Our primary means of building quality into every phase of each project is through the use of assigned sensor technical reviewers (STR) and periodic OA reviews at the program level. Our reputation is built on the execution of existing work and products. Timmons Group has an excellent track record of providing high -quality services to public agencies, as demonstrated by our strong past performance ratings. The goal of this phase is to develop an initial Project Management Plan (PMP) document, and to accomplish the initial data gathering prior to the kickoff meeting. This task "primes the pump" for the kickoff and configuration workshops and ensures there will be no IT related bottlenecks related to hardware or software purchases. Our team utilizes a formal Project Management Plan (PIVIP) process for documenting, tracking and communicating the key elements of a project, which include: Project scope, schedule, work plan (including staff, stakeholders and other resources), budget. communication plan, definition of project goals and critical success factors, definition of team member roles and responsibilities, project assumptions change management and risk management. The purpose of the PMP is to ensure that the project objectives are clearly articulated and met, that tasks are completed on schedule, issues are identified and resolved promptly, and that project status is continuously communicated to project team members Our Project Manager will draft a PMP for an initial review by Round Rock's Project Manager and other staff during the kickoff meeting. Communication Management The goals of Timmons Groups communication plan are to ensure that the project objectives are clearly articulated and met, that tasks are completed on schedule, issues are identified and promptly resolved, and that project status is continuously communicated to Round Rock core team The communication plan addresses the primary aspects of project communication, including: • What is being communicated • To whom it is to be communicated UW VIM 01 ~WWI 1 2 M TER* non UNVU8016 Fm H*V"w Sh secona fulwUm 17 wMar we an to worntw 1 2 M me n= Mon zh*.- S=MWY of 8"Ope" &W 0 AAKOVW ceanses W pmea SO= or seftewo and dwtverwer. Deliverable Currencast t Fore Acwal Status Sigrwf 'tanmlaiiu-res SWUS • How it is to be communicated (e.g. In -person, e-mail, call, etc.) • When it is to be communicated Timmons Group will employ a proactive approach to project communication, consisting of the components more fully defined below, to ensure the proper and efficient utilization of resources and the timely delivery of products and services within the framework of the project Scope of Work Bi-Weekly Status Call and Minutes - T mmons Group's Project Manager will prepare an agenda for and conduct a bi- weekly status cal related to the specific work -in -progress of the project team The Project Manager shall record and report via meeting notes the results and action items required. Eli --Weekly Status Calls can be regularly scheduled. Bi-weekly Status Reports - Timmons Groups Project Manager wdl prepare monthly status reports using the template presented on the following page. Every other (roughly) bi-weekly status report shall be delivered to the Round Rock core team with each month's invoice. Bi-weekly status reports will also be archived online for additional, on -demand access. Monthly Status Reports are due within the fourth full week of the month prior to the bi-weekly status call. 30 1 P a g e TIMMONS GROUP Y11"OtYi%oom Ac'"AfyFin THAOU41" e)URS LLA1 I I LA l M !ROUND ROM MAS !07= Ad -Hoc Meetings -- P Project Manager to ad held via teleconferenc Project Manager will d The dates for project c online for easy, on -del Software and Implementation Services for Community Development System City of Round Rock, TX 3 is required throughout the duration of the project, additional meetings may be called by either Iress personnel, scheduling, technical, or other project issues. These meetings will typically be Project team members will participate in these meetings as necessary. The Timmons Group acument the meetings and distribute a summary to all project team members via email. �Ils, meeting and reports will also be maintained on the project calendar, which will be available land access. Task I. Project Mans ement All Project Team mem ers selected for this engagement have recent significant experience in the planning, design, and implementation of rnul iple Cityworks AIMS and PLL projects of varying depths and complexities. However, our experience indicates that these co petencies alone do not automatically translate into successful projects. Rather, the key to project success is the proper utilization of available resources within the framework of a well -managed project plan that completely addresses each of the following processes: • INITIATION — proje t authorizations and expectations • PLANNING — proje t definitions, objectives, deliverables, assumptions, and analysis of alternatives • EXECUTION — coo dination of resources, quality control, delivery of products and services • CONTROLLING — monitoring and measuring to identify variances and initiate corrective actions • CLOSING — accept nce of project results and deliverables With our Program Director and Project Manager serving as the hub of our team, and the conduit of communications between our subject matter experts, third party vendors and Round Rock stakeholders, we propose to utilize the following management tools in Order to programmatically and proactively manage the proposed engagement to a successful end. Timmons Group will pr vide the following Project (Management services throughout the duration of the Contract: • Review, analyz+ • Develop, in coo Plan) and Sche • Proactively mar required, throuc Schedule rnodif accordance witl • Coordinate proj • Author, edit, rer Facilitate in -pro appropriate, thr • Anticipate probl Round Rock Re ensure it meets F roles: and consult upon Round Rock current business processes communicated by staff. )eration with Round Rock Project Manager, a Project Plan, Communication Plan (within Project Jule age and update the Project Plan, Communication Plan (within Project Plan) and Schedule, as hoot the duration of the Project. The Project Plan, Communication Plan (within Project Plan) and cations will be facilitated upon common agreement between Round Rock and Timmons Group in i the Change Control Notice process. .lct events with Round Rock Project Manager and Timmons Group Team members iew, and distribute project documentation and technical reports, as required .ess review meetings with Round Rock Project Manager and end -users as scheduled, and )ughout the duration of the project Dm areas and propose and facilitate solutions (i.e. risk management) ponsibility -- Round Rock project manager/team will review the Project Management Plan and )und Rock's requirements. The Round Rock project team is typically comprised of the following • Round Ro k Project Manager • Code Enforcement officer • Planner or the Planning & Zoning Coordinator Building In pector • Permit Technician • Business L,icensing Clerk • G I S An aly t Deliverables — Project Management Plan that will be managed over the life of the project Assumptions -- Found Rock will review all documentation in a timely manner_ Task 2: Project Kick-off Meeting Project team members and participating Round Rock staff will participate in a Project Kickoff Meeting to be held for the purpose of introducing he project participants, to establish the roles and responsibilities of all Project Participants, 0*...9� 311Page • 0 i TIMMONS GRO P WJMD!RSoftware and Implementation Services for Community Development System " KlfVlf 1101 AQIHX1r City of Round Rock, TX validate Round Rock goals and objectives, establish the lines of communication to be employed throughout the duration of the project, and to answer any questions Round Rock staff may have Round Rock Responsibility —Round Rock stakeho ders will attend the project kickoff meeting. Deliverables — Project presentation and meeting minutes. Assumptions — Round Rock will provide a conference room appropriately sized for the number of participants. Task 3: /T: GIS Systems Workshop Our configuration team will meet with the Round Rock project management and IT staff to discuss and define the hardware and technical requirements for the Cityworks PLL implementation that may go beyond what we already understand based upon previous conversations with your staff We understand that the PLL software will likely be installed in and operate on the existing Cityworks AIMS platform hardware. During this meeting various system architectures and minimum requirements will be explored to find the best fit for Round Rock, The goal is to ensure hardware is 'n place prior to initial software configuration. If during this process it is determined that additional server resources are necessary Timmons Group can work with Round Rock to procure this hardware or to explore various hosting options. We are comfortable with either deployment strategy. Our Team will document the Core System Design Plan components (hardware & software) required to support the Cityworks PLL implementation. If deficiencies exist we will provide an outline of recommended upgrades, configuration changes or other technical adjustments The Core System Plan is developed Mn preparation for the configuration and implementation of the Cityworks PLL System This plan will include the following: • Review of current Cityworks ANTS test and production platform including to see how/if PLL will work within the same environment. Utilization Performance Architecture Servers Database Software • Network Requirements • Hardware Requirements • Peripheral Requirements • Software Applications • GIS data in support of Cityworks PLL Round Rock Responsibilities - Round Rock is responsible to have IT & GIS staff present for the IT System meeting that are knowledgeable on the current Round Rock infrastructure and any planned modifications during the life of the project. Deliverables — Core System plan for Hardware, Software, network configuration ,and GIS requirements for Cityworks PLL. Report detailing the existing technical test and production environments including any recommended upgrades or enhancements or licenses required to test or deploy Cityworks Server PLL. Assumptions — Round Rock will purchase the Cityworks@ Server PLL software Round Rock will review all documentation in a timely manner. Task 4: Data Gathering The goal of this task is to meet with Round Rock departments and gather critical information that will be later loaded into the PLL environment. Data that will be gathered includes: • Identify Database and Domain Administrators • Identify PLL Administrator • Identify PLL Users • Select PLL Login Security Model + Define ArcGIS Services • Identify Email Settings for PLL • Identify Contractors • Permit Application Forms Reports and Printed Forms (permit cards, certificates of occupancy, violation notices, etc •so* 32 1 P a g e i % TIMMONS GROUP YOUR Vr10pf arWFVFb /►IR+000W nl1Ri L. A I I I IJ 1 L /_% *AMX0L_ft_0CK. rEW • Code Violatior • Building Corre • Frequent Appl Software and Implementation Services for Community Development System City of Round Rock, TX List ;tions List cants Round Rock Res onsibility - Round Rock staff will be available to assist with obtaining all information identified during the data g thering process. Deliverables • Systems Configuration Document (details which servers will be utlized by Cityworks and what software and the version that will be installed on each server along with GIS sere ces to be utilized for the Cityworks reap) • Round Roc to provide a PLL user list along with employee details (login name, email address, title, and department division) • Round Roc to provide list of contractors • Round Rock to provide a list of Code Violations Assumptions • Esn ArcGIS Server installed and configured • Necessary hardware and ancillary software available Task 5: Install Cityworks Server PLL Our configuration team will work with Round Rock IT staff to configure the Cityworks PLL software at Round Rock's facilit,es into a development environment. Our configuration team will work directly with Round Rock's Project Manager to verify that all core system components (servers, clients, RDBMS, networking devices, and supporting software programs) are installed and appropriately configured. our configuration staff will be ass steel remotely to facilitate Cityworks software installation: set-up, ancl configuration. Round Rock Re ponsibility - Software and hardware for Cityworks installation and configuration. Software should already be setup rom prior Cityworks AMS project, so task will be on running scripts for PLL configuration. Deliverables - Ciltyworks PLL installed in a development environment Assumptions - ound Rock IT will ensure that software, hardware, and network connectivity meets Cityworks implementation s ecifications and specified in the Core System Design Plan. Round Rock IT staff will be available to assist our configu ation team during Cityworks installation. Task 6: Identify, Prio 'tine, Define, Workflow, Report, & Data Migration The goal of this task is to identify and prioritize the permit types and workflows based on complexity, commonality, and impact on Round Rock • Workshop to identi y and prioritize workflows & reports • Receive and understand existing fee schedules and GL account codes for each permit type Introduction to PLL and secur'ty roles • Receive existing le ters and invoice templates Round Rock Rest Deliverables • Prioritize lis • Workflow d+ Assumptions • Documenta • Samples of • Necessary • Round Roc • Round Roc • Round Roc onsibility - Key Round Rock staff will participate in the requirements definition and workshops. of Round Rock Workflows based on Department cumentation (existing) ion on workflows will be provided prior to system design �eports will be provided by Round Rock Zound Rock staff will attend and participate in meetings and workshops will provide documentation on fee schedules will provide documentation on existing GL account codes will provide documentation on existing letters to applicants & invoice templates 331Page TIM1' ONS GROU Patin V?%10.N ArMIFYg0 TNOI-DUCI^t OL L.Al IILA L I-% IMUND MXk MW Software and Implementation Services for Community Development System I%WUW P%&V^ room W" City of Round Rock, TX Task 7: PLL Workflow Workshops Our configuration team will conduct two separate three-day in duration workshops to begin the process of documenting the details of each case identified to be built in PLL. The workshops act as a discovery process to identify all of the components that are required to configure each case in PLL. Workshops sessions are typically broken down by division or workgroup to discuss cases handled by each group. Sometimes a representative from each division may need to be present for cases that have workflow tasks that span multiple workgroups. Each workshop session begins with a brief software demonstration of Cityworks Server PLL to help familiarize participants with the core components and functionality of the software. The demonstration will give the workshop attendees an opportunity to review and understand the software, potential impacts and changes in their daily business processes, and the purpose of adopting these tool sets. It has been our experience that successful adoption of Cityworks is increased through repeated exposure of the software during the workshops During the workshops our configuration team will analyze the various technological, operational, and organizational elements of City's business for the purpose of ensuring the planned Cityworks implementation and expected system integrations are capable of delivering the feature -rich data needed to support the numerous complex operations and activities undertaken by the various departments. In support of these efforts, our configuration team will analyze with Round Rock the following critical elements: • Workflows & Tasks — Identify the current tasks and decisions that are involved with the workflow for each PILL case. The implementation team will identify points of possible improvement in existing workflows and discuss how current business processes may change or be modified to fit within the Cityworks application. The workflow review will identify each task within the workflow, all of the possible outcomes for each task, and the party responsible for completing tasks. Task results can trigger changes in case status, dictate path that the workflow follows, and send email notifications. • Data Requirements — Review of the current applicat on forms, requirements for submittal, checklists, violation lists, contractor lists, and other data that needs to be tracked and recorded as part of a case. Existing documents are reviewed on -site, and the configuration team will discuss with Round Rock how various items will fit into the Cityworks system. This will help give Round Rock some insight on what their data will look like in Cityworks. • Fee Calculations — Identify the fees associated with each case and the information used to calculate the fees. The fee schedule is reviewed to ensure both parties understand all fees involved and how they are calculated and when they are assessed. This includes fees for application submittal, permits, and violations. • Reports/Printing/Notifications - Reports, printing needs, and notification requirements are identified and documented during the review of the case workflows. The system will be configured to meet reporting requirements. Items like permit cards, notification letters, and notice of violations are also documented as these items will need to be developed as custom Crystal Reports that can be printed. Email notifications are also identified to be included in the configuration. • Systems and Applications - Information technology and process automation tools currently deployed and maintained by Round Rock should be investigated and analyzed in terms of their ability to support the increased network traffic, data loads, and application maintenance requirements introduced by the planned Cityworks program. Additionally, existing business applications such as network modeling, mobile computing, customer relationship management, etc., should be investigated to determine the best manner by which to integrate with the planned Cityworks system. • Data - Existing data sets (spatial and tabular) maintained for the purpose of supporting the daily operation and maintenance of the departments and their associated processes must be inventoried and analyzed for the purpose of supporting the development of any required data conversion/migration/development plans. • Best Practices - Established permitting and code enforcement best practices, as they relate to Round Rock's current operational mandates, contrasted with where the various departments currently fall within the spectrum, should be established and benchmarked for the purpose of establishing the required system implementation path needed to guide Round Rock to its ultimate Cityworks deployment and adoption goals and objectives. 0*000* 341 P a g e 0% TIMMONS GROUP 'V0001 V41110N ACN1FVFr) 7"ROUGN OUAT, k007CK rEW These core elements cl understanding of the n� business process anal Round Rock staff. A pr Rock conducts businec configuration team to p understand the technol Software and Implementation Services for Community Development System City of Round Rock, TX re the major components that will provide our configuration team and Round Rock an :eds and challenges the departments will face as they move to implement Cityworks. The initial Isis provides our configuration team with a detailed look into the everyday processes marshaled by mart' objective of this task is for our configuration team to review and understand how the Round ,s and manages its processes. The ultimate goal is to provide knowledge to support and enable our roperly address the technological impacts of the system deployment and Round Rock to ogical impacts and the non- technological impacts related to business processes and workflows. This is an iterative process so for every workshop there will be a review and modifications made as identified in the project plan. Round Rock Responsibility - Aid Timmons Group configuration team s Project Manager in developing a comprehensive a enda based on department and key staff. Participate in workshops and review SD&C Plan drafts. Provide data and iscuss workflows identified in the workshops. Deliverables - Workshop meeting minutes, workflow models, and high-level integration/interface document that are all part of the PLL SD&C Plan. Assumptions ound Rock will provide a conference room appropriately sized for the number of participants. Critical Round Ro k staff will attend workshops and defined by the configuration workshop agenda. Task 8: System Desi n and Configuration (SD&C) Plan Once all of the require information about the PLL case data and workflows are gathered and analyzed our configuration team will work togethe to analyze and document the current status of the primary components of the business process. The SD&C will also fully define the integration of various systems identified and Cityworks PLL. Specifically, these components will be an lyzed, • Case Data anal Workflows and Fees - This is the core of the PLL system. During the workshops detailed information will) be documented that includes workflows, fees. case data, users, contracts, etc. • Enterprise Int rface/Integrations - Define possible high-level interface/integration requirements and model within Visio for interface/integration with Round Rock's enterprise systems. This needs to be done at this level so that the config ration of PLL is done with the possibility to these future integrations. Without doing this at this stage, possibl re -work of workflows may be necessitated with future integrations. During the PLL configu ation workshops, our implementation team will develop the workflows of the new system with the workshop participants. The recommended changes will strive to enhance the efficiency of required tasks and follow industry best practices, as well as to enhance the satisfaction of the citizens/businesses being served. The resulting Software Design and Configuration plan will be the floor plan for the configuration of PLL and will document the "to -be" workflows. Round Rock Resbonsibility - Review of SD&C Plan drafts within five (5) business days. Deliverables -SDI&C Plan drafts. Assumptions - Found Rock will review all documentation in a timely manner. Task 9: Cityworks PL Database Configuration The configuration team will take the information gathered and documented and configure the Cityworks database. This task will take place w0 in the development environment. The configuration of Cityworks will be based on the Cityworks Configuration Docume t and the SD&C Plan developed from the onsite workshops. Services for this task will include, but are not limited to: Users/Employees Case Templates Status Codes Checklists Fee Setup Departments/Divisions Case Types/subtypes Tasks/Workflows Case Data Violations Library 000000� 351Page • TiMMONS GROUP 7-0 1• d 1.11m" &P►eIFVV0 T"ItOUGH OU t C__A111LJ1L M WU N D � MXM Software and Implementation Services for Community Development System ON of Round Rock TX Conditions Flags Contractors People GL Codes Permit letters/tem plates Round Rock Responsibility - Round Rock will continue to review and comment on Cityworks environment. Deliverables - Updated Cityworks Configuration Document and SD&C Plan. Assumptions - Cityworks configuration will implemented in the current Round Rock environment. Key Round Rock staff will have full access to this environment for training and review. Task 10: Configuration Review Meetings The configuration team will conduct multiple (to be scheduled) in person and webinar review workshops of the Cityworks configuration to gather feedback from Round Rock departments. Review workshops will cover the admin configuration, workflows., fees, and integrations. Round Rock Responsibility - Attend configuration review meetings. Deliverables - Configuration meeting minutes and updated Cityworks Configuration Document and SD&C Plan. Assumptions - Round Rock will ensure attendance by staff and provide review comments in a timely manner. Task 11: Integrations The concept of the enterprise system is to create interface points for systems to share appropriate information with other systems. Our team has extensive experience configuring software and systems leveraging Cityworks API's that include Service Request, Work Order, PLL API, Inspections and Metrics, Cityworks SDK, and existing inter -faces for billing systems, and financial systems as well as others. We understand Round Rock requires the following integrations: GIS - Including: ESRI (inherent, occurs "out of the box") • Tyler MUNIS (City's ERP) • Faster - Fleet Management SharePoint - electronic document management The core Cityworks software configuration effort must have integration points established. This can occur previous to, or during the actual integration effort itself. Timmons Group has developed and utilized a Modified Agile methodology to successfully implement many heterogeneous systems integration sh nterfa ces . Our methodology is comprised of five (5) primary steps. These steps are a result of our experience with business systems integration and help to ensure a smooth and reliable project lifecycle and production outcome. The steps include Planning, Build, Training, Production Deployment, and Post -Production System Review. These steps ensure that we include everyone and every system of record in the development of detailed requirements for the design of the interface(s). Once the interfaces are developed, a rigorous testing plan will be executed. Upon successful completion of this User Acceptance Testing (LIAT), the interfaces are ready for deployment. However, prior to the final production deployment, user training is performed for those impacted directly by the project. wekly L Review Planning Requirements User Acceptance • Planning - Our planning is comprised of a workshop(s) where we engage our clients and iteratively work through the reasons for the integration, what data needs to flow back and forth (or sometimes in one direction), and how best from a technical perspective of how to achieve this integration (developing requirements) We will then •0 0000 • 40 % TIMMONS GROUP Y04J4 virION AC14@FVF0 ?"ROUCK OQ41 L.Al 111LAIL /-% 0 ROM. tEW Software and Implementation Services for Community Development System INOW mom -Owl%" City of Round Rock, TX develop to the requirements, use cases/stories and design the necessary workflows that depict the transfer of data between ystems. The workshop will typically result in the need to engage the target system vendor, either to procure iterrs, such as a database design/schema diagram up to and including engaging their assistance in designing and Jeveloping the integration itself. Some of this vendor interaction may have already been established for items such as CCTV, Pavement Management, etc. via a formal or informal business relationship with Cityworks. If it has not, our proposal will reflect the appropriate level of effort required in our estimation to achieving the recessary planning required to move to the next step, building the integration. Build — In the Build phase of our integration process we will develop sprints that are approximately 1 to 2 weeks in duration that iteratively reflect the use cases/stories and methodology developed during the previous Planning step. During t'lese sprints our team will develop a potentially deliverable component of the integration. This may be something C s basic as moving one data item back and forth successfully. Working within this accelerated timeframe, the 1:eam will be able to build only the most essential functionality. This methodology encourages the integration tea rn (including client stakeholders) to prioritize the most essential features, focus on short-term goals, and gives our clients a tangible, empirically based view of progress. Because each integration may require multiple sprints, each iteration of work builds on the previous (incremental), often replacing/discarding some of the previous work as more is learned (iterative). During sprint execution the team develops code and automated tests simultane usly using techniques such as Test -Driven Development JDD), pair programming and continuous integration. Utilizing an Agile approach minimizes handoffs and phases as well as testing. Because the testing oft e integration is integrated within our development methodology, we need only provide formal testing in regarJ to an overall system and integration test within the development environment. Once the interfaces are C eveloped, a testing plan will be executed. Upon successful completion of this User Acceptance Testing (UAT), the interfaces are ready for deployment. However, prior to the final production deployment, user training is perfqrmed for those impacted directly by the project Training — Cur team then works with the appropriate stakeholders to train them both at the end user level and also to train one or more stakeholders in how the integration was developed and the management requirements to keep the intogration working correctly. • Production Dployrnent — After the integration has been developed (and tested throughout the development) we move on to de toying the integration into your production environment. Post-Producti n System Review — Once the integration is in production we will work as a team with our client stakeholders t verify that the integration was successful against the requirements defined during the Planning step. Any i iden fied problems will be addressed and corrected. I The following JavaScriot Object Notation (JSON) web services are available for the Cityworks platform: Attachments I Entity Preferences Authentication Equipment Public Access Bookmark Equipment Cost Reading Case Asset Event Layers Recent Activity Case Child Ob ' ect Fee Setup Relates Case Task Comments General Search Case Task Re ults GIS Search Security Crew Holiday Service Request Condition In Box Storeroom Codes Inspection Tasks Contractor Labor Cost Types Customer Call Material Work Order Employee Material Cost Work Order Template The following APIs are Ovailable for the Cityworks, platform. - Citizen Engagement Metrics Work Order, Extended Document Mantagernent Service Request Inspections Work Order, Basic 37 1 P a g e TIMMONS GROUP YQQQ VIN.00N 4CHIFVFG V64MOUGM OU4% L.Al 11U11L r% I?=14D ROM MAS Software and Implementation Services for Community Development System nVow- mqm W" P 4 � 7-1to City of Round Rock, TX A Software Development Kit (SDK) is also available to download and install. It contains some sample OLLS to use to make coding easier if developing in NET. The JSON web services do not support Windows Authentication. A second site, running Forms Authentication, can be used for the web services if Windows Authentication also needs to run for the main Server site. Round Rock Responsibility — Attend workflow definition meetings and review workflow diagram and application design document. Deliverables — Workflow Diagram and Application Design Document Assumptions — Round Rock will provide a conference room appropriately sized for the number of participants and review all documentation in a timely manner. Scope notes for integrations., 1 j Tyler MUNIS — integration will be Fixed Fee per proposal costs. Integration to achieve movement of financial information collected within Cityworks moved to MUNIS, and/or from MUNIS to Cityworks (GL code data only). 2) Faster - integration will be Fixed Fee per proposal costs. Integration to achieve movement of financial information collected within Cityworks moved to Faster and/or from Faster to Cityworks 3) SharePoint — integration will be based on time & Materials with a Not to Exceed fee of $151000. Task 12: Data Migration/Conversion One of the key objectives of Round Rock is to migrate legacy TracklT data, to Cityworks PLL. It is our recommendation that we work with Round Rock to explore the value gained by doing the data conversion vs. the cost and effort required to do so. Round Rock has existing systems in place to access this data, we will work with Round Rock to determine if: a) This data is accessed regularly enough to merit the costs of a migration b) Will having access to the data via the legacy system remain a viable option Upon completing this analysis if it is determined that the data migration should indeed occur, we will work with Round Rock to develop a process to ensure the migration is complete. Inherent to that process is establishing a strategy to deal with the data that is being managed in what will become a legacy system. This task specifically addresses the datasets and systems that are slated for conversion into the proposed Cityworks solution. Data Migration Approach The legacy datasets and systems targeted for conversion possibly span multiple database schernas, database versions and even database formats, which implies that each will be handled in a unique way. While this is true in many ways, the fundamental approach to successfully migrating data from one system to the other is, in fact, the same. Coordination As is evident by this proposal, the migration effort is just one facet of the system implementation and cannot be undertaken independently. The foundation of the proposed Cityworks solution needs to be in place in order for the data migration to be performed, but even then, the conversion may drive specific configuration items and changes. Coordination and communication between the project team members will be an ongoing element of the conversion process that starts with project kickoff and terminates with a successful migration of all data into the production environment. Orientation Workshop The conversion process of each legacy system will include a workshop wherein the proposed project team will meet with appropriate Round Rock staff to review the specific implementations. The discussions will allow the project team to gain an understanding of how the applications are being used, what data has been recorded. At the same time, details associated with the data required as part of the conversion process will be reviewed, documented and approved. During the workshops, the project team will also initiate the process of gaining access to the underlying database and will work with Round Rock staff to gather any available documentation (i.e., system specifications, entity relationship diagrams, etc.) specific to the software and specific versions being reviewed. This information will help to streamline the subsequent navigation and interpretation that will be necessary to perform the migration. Database Schema Crosswalk Perhaps the most critical task in a data conversion effort is performing a crosswalk of the source and target schemas to identify and document how various objects between the two systems are related, resulting in a documented "data map'" that will guide the migration process, 38 1 P a g e % TIMMONS GROUP YOUR VISION ^rHtFVf0 TKROUG14 OL114% L-Ai 1 I VI L /`% RMNO ROCK TEXAS ptvam r.%VM 010WI+rt Software and Implementation Services for Community Development System City of Round Rock, TIC While some of the source systems are well known commercial software packages, the software companies do not typically snake database diagrams and workflows publicly available. Data structure even within commercial systems can vary across versions and, more importantly, each implementation can be setup different y based on workflow or data requirements. More data and custom solutions may have an even wider range or completely unknown schema. As such, the discussions and documentation resulting from the workshops will be critical to the completion of a highly detailed system crosswalk. Throughout the process, additional Round Rock input or clarification may be solicited as needed and is vital to ensuring that the resulting data mapping will reflect an accurate foundation for all subsequent activities. Source Database Schema Crosswalk Documentation Target Schema Prot y Extract, Transform) & Load FNIMs Data InteropwaN#W 110111111111 Target Database User Acceptance Translation Scripting Following the schema crosswalks, the project team will develop a series of processes to facilitate the actual migration of the source system dat into Cityworks. Depending on the complexity and volume of the source data, the process may be a mix of manual and a Scrfpted solution but will be established in a manner to ensure repeatability. The scripted solutions will be tailored to each specific data conversion effort and may range from native SQL Server scripts to third party migration tools but will iltimately follow a pattern referred to as extract, transform and load (ETL). The ETL approach is common within the GIS. industry, but applies much more generically to moving data between systems. The ETL process will be designed as a o e-time process that will result in data migrated into a development Cityworks database. NOTE: (1) The project team will be performing a data translation but will not be completing any data generation as part of this process. (2) While the scripts are being developed and data is being translated into development, Round Rock departments .an use the source systems as always. At the time the data is ready for production conversion, the source systems wi need to be taken online or transitioned into a read only state Multi -Staged Execution Once the scripts are d veloped, the project team will test our methodology through a 3-stage process. This process is designed so that after t e first data migration run (Draft) we will meet with Round Rock to review the data, note issues and errors, edit our scrips and process, and then repeat the process. The 3 stages will be 1 ) Draft Data igration 2) Pre -Final Data Migration 3) Final Data Migration Although the details underlying each conversion may vary substantially, automation is assumed based on the volume indicated by Round Rock within the RFP. As part of the process, the project team will be analyzing and evaluating the output to identify poten ial anomalies that are not sufficiently systematic to be detected or trapped by the scripts. The approach to addressin those anomalies will be documented and discussed with Round Rock. 39age 0 i TIMMONS GROUP room s!,QtaN ^r,"irv*n 1r ii%okjcM ou S L.Al 111111111JIL /'% am ND Rock MM Software and Implementation Services for Community Development System 72� City of Round Rock, TX Validation & Quality Control With the conversion process completed against a subset of the data, the project team will perform a series of validation and quality control processes to verify a successful migration. This task will largely focus on back -end analytics that compare data in both the source and target systems but will also consist of front-end testing prior to release to Round Rock for testing. Results from this quality control process will be documented and shared with Round Rock. Acceptance Testing In contrast with the validation and quality control phase, which is based on a review by the project team, the acceptance testing phase offers Round Rock staff the opportunity to review the data within the context of the proposed Cityworks system in contrast with the information contained in the source systems. The acceptance testing places more emphasis on the front-end testing, wherein users will interact with, interrogate, and visualize data through the Cityworks inter -face. Feedback will be incorporated into a revision process that will guide modifications to the scripts and processes that initially drove the conversion, Upon completion of the testing process and acceptance by Round Rock, the project team will prepare for the production conversion, which will coincide with the release of the proposed system and the retirement of the legacy solutions. Production Conversion The production conversion effort will encompass the migration of the full data sets from each of the source systems into Cityworks. The processes established through the crosswalk and encapsulated in the refined translation scripts will be executed as part of the production release management process. The conversion team will coordinate with the Round Rock to transition the source systems into a static state to ensure that no further data entry occurs that could result in data loss. The automated aspects of the conversion will be applied followed by any documented manual processes that are required to address data anomalies. The production conversion will wrap-up with a coordinated, but truncated, validation sufficient to verify a successful data migration. Based on the preceding step -wise approach with multiple points of quality control and an ongoing feedback loop, the final conversion process is anticipated to adhere to the expectations of the project team and Round Rock and will result in a more consolidated system with centralized access to a wealth of historic information. Round Rock Responsibility - Gather information for data migration requirements (8-16 FTE Hours). Additional meetings as required (approximately 16 FTE Hours per participant),. Deliverables - Orientation Workshop, Database Crosswalk Schema Document/Data Conversion Plan & Migrated Data Assumptions - Existing data is attached or references a uniquely identified asset, this can be referenced to a unique asset within GIS. Round Rock will provide a conference room appropriately sized for the number of participants and review all documentation in a timely manner. Task 13: Migrate the Cityworks PLL Environment Our configuration team will work with Round Rock IT staff to configure the Cityworks PLL software at Round Rock's facilities and migrate the Cityworks configuration from the development environment to the test environment. Our configuration team will work directly with Round Rock's Project Manager to verify that all core system components (servers, clients, RDBMS, networking devices, and supporting software programs) are installed and appropriately configured. Our configuration staff will be onsite to facilitate Cityworks software installation, set-up, and configuration. Round Rock Responsibility - Software and hardware for Cityworks installation and configuration. Software should already be setup from prior AMS project, so task will be on running scripts for PLL configuration. Deliverables, - Cityworks configuration files migrated from the Timmons Group cloud (test) environment_ Assumptions- Round Rock IT will ensure that software, hardware, and network connectivity meets Cityworks implementation specifications and specified in the Core System Design Plan. Round Rock IT staff will be available to assist our configuration team during Cityworks, installation, Task 14: Develop Testing and Acceptance Plan The configuration team will work with Round Rock to develop and administer a Testing and Acceptance Plan. Testing and Acceptance Plan objectives shall remain consistent with the application functionality detailed in the System Design and Configuration Plan (consisting of the workflows laid out during the configuration workshops). The Testing and Acceptance 40 1 P a g e TIMMONS GROUP YOUR VISOOM AC841fVF0 TH*0UdM OURS nOUKD RUCK TLM ft MOW !\M� qY 1rlI OR Plan shall address, in required to support Ro matrix, documentation resolutions to noted is; software functionality. Server ANTS and PLL Software and Implementation Services for Community Development System City of Round Rock, TX ufficient detail (as collectively deemed by Round Rock and the configuration team) the elements ind Rock's testing of the Cityworks software functionality and database configuration, security of application performance issues/errors experienced during the testing, documentation of the ues/errors, and certification and acceptance of the final deliverable database configuration and additionally, the testing would also include the movement of data and workflows between Cityworks s laid out in the configuration workshops. The test server and final production server environments will be measured against the results of the testing performed in accordance with this Testing and Acceptance Plan, and it is the baseline to which the scoped projects tastes will adhere The Testing and Acce Lance Plan shall be subject to the review and acceptance as to its reasonableness for its intended effort, which is defined herein as the ability to support the logical and thorough testing of the Cityworks application functionality, platform scitability, and database configurations. Upon completion of development of the Testing and Acceptance Plan, the Team shall submit said plan to the Round Rock for review and approval. It is important for Round Rock staff review the draft plan for technical accuracy and completeness. our co figuration team will update the Draft Testing and Acceptance Plan, incorporating Round Rock's comments and re -sub it said plan as Final. Round Rock Responsibility — Assist in development and review of the Testing and Acceptance Plan Deliverables —Testing and Acceptance Plan drafts and final. Assumptions -- Bound Rock will review all documentation in a timely manner. Task 15: Setup LetterTemplates The goal of this task is to spend four (4) weeks configuring letter templates for City customers, in support of Cityworks PLL implementation (1 o hours have been allocated). An additional one (1) week will be used for additional print items that include permit cards, Co's, and notice of violations as examples. These reports will be developed offsite in Crystal Reports_ Cityworks Server PLL also supports the creation of SRS reports if the Round Rock so desires. . Round Rock Responsibility -- Round Rock will review and comment on reports developed for this task. Deliverables —Crystal or SRS reports in PLL Assumptions — eports will be developed in Crystal or SRS format. 120 hours to develop the reports have been allocated. If the n mber of letters and or effort to complete vanes from this estimate the project budget can be adjusted to acco modate the change of scope Task 16: Knowledge ransfer/onsite Training During each onsite me ting (kickoff, workshops, configuration review, etc.) our configuration team consistently exposes Round Rock staff to Ci yworks PLL that includes the Inbox, Case Data, and Case Workflows within the software. This does not replace but augments the training performed after final configuration onsite training will consist of two (2) one - week blocks of training that includes both Administration and User training specific the departments involved with this project. Our configuration team in conjunction with the City s Project Manager and key stake holders, will devise a Training Plan specific to your environment and data. A pro -active Training Plan will ensure that Round Rock staff are equipped to undertake the system Otilization and maintenance tasks immediately upon receipt of the system. The Training Plan will include: • Product training curriculum descriptions • Listing of Instructors • Training Materials Schedule It is assumed that the Rtound Rock will provide the training facility including computers and a high -resolution computer screen projector. Coming into training, the users will need to possess basic functional knowledge of Personal Computers ,and windows. 411Page TIMMONS GROL YOUR v11.10N AftiIivrO Fsr11CV4G64 '00 t L.A11111JIL /"% hr" D74W"%, WAS Software and Implementation Services for Community Development System City of Round Rock, TX Round Rock Responsibility — Round Rock Project Manager will assist our configuration team in the creation of a SYSTEM T EM A DMINIS f RATOR comprehensive Training Plan that meets A& Round Rock's needs with minimal f4EAVY USER disruption of daily operations. Deliverables — Training Plan and Training Documentation. Assumptions — Round Rock will provide a conference or training room appropriately sized for the number of participants. Round Rock will ensure attendance by identified staff. All Round Rock staff attending training should have basic functional knowledge of computers and the windows operating system. Sample Cityworks PLL Training Plan Overview. - SOL CRYSTAL REPORT CRLATOR ROLI FINE USFR DC REPORT CREATOR CASUAL USER Introduction to Cityworks@) Introduction. Course is designed Ongoing during Casual Group N.iA Cityworks to give an overview of Cityworks functionality Workshops and Users from an end user's point of view. Users will Configuration learn basic operations within ArclVlap, the Reviews Cityworks toolbar and functions, along with the creation of Service Requests and Event Layers. - -------- - ----- Cityworks - ------- Cityworks@ Reporting with SQL. Expose 4 hours each Ad Hoc N/A Report Creating students to the Cityworks Report Engine to class Report and Writing produce concise summary reports including Ad Creator and Hoc Reports, Predefined Reports, and Budget SOL Report Reports Cover SQL Reports basics becoming Writer familiar with the tool bars and basic functionality. Students will work hands-on to create basic SOL reports Permits - ---- - ----------- Cityworks@ Permitting, The course will cover 8 hours each Routine and Intro to user management, permit/case/license class Heavy Users Cityworks template configuration, workflow setup, fee configuration, custom case data fields, and basic reporting using Crystal Reports Throughout the course, training staff will share example workflows and data from existing clients. as well as best business practices in Cityworks PLL configuration Designer and Cityworks@ Designer and System 8 hours each System ArcGIS & System Administration Covers system and database class Administrators Intro to Administration administration issues such as software Cityworks installation user accounts, security, code table creation, work order and service request templates and resource (labor, material. equipment) hierarchies, table creation, and permits Includes a review for GIS personnel as well, covers items needed to successfully 42 P a- g e TIMMONS GROUP YOUM V1%6(>N ArH?fVF0 THAOUqI4 L..AI I MA L M ..lROUND ROCK, MAS R ROCK Software and Implementation Services for Community Development System City of Round Rock, TX m nage the setup and maintenance of the GIS folCityworks@ use. Task 17: Acceptance Testing Prior to Go -live there will be a thirty (30) day acceptance testing period. During this period Round Rock will test the Cityworks implementation against the SD&C documentation and identify issues and opportunities and submit to the Timmons Group project management site. The Testing and Acceptance Plan will frame and guide Round Rock through the testing process. Desired changes or modifications to the system functionality that fall outside of the SD&C plan will not be addressed at this ti e. Round Rock Re ponsibility - Round Rock Project Manager will work with staff to implement the Testing and Acceptance Plan. Deliverables - T sting Plan, results, and modifications. Assumptions - Round Rock will be prepared to work through the Testing and Acceptance Plan and complete within a thirty (30) day p riod. Task 18: Final Produ t Configuration Our implementation to m will conduct the final product configuration based on the System Design and Configuration Plan and Testing and result of the acceptance testing. Our configuration team will provide documentation for the key aspects of this project and City orks components. Proposed documentation is summarized below: Cityworks Configurat on Document - Early on our configuration team with Round Rock's input developed a Cityworks Configuration docurne t that is maintained through the life of the project Project Management Ian - Our Team developed and maintained a project plan that included the scope of project services (and any cha ges), budget, schedule, risk management and communication approach. Cityworks@) Server P ' L Software - Azteca provides standard documentation for the latest product release. Separate documentation is provi ed for system administration and end users. System Design and Configuration (SAD&C) Plan - Timmons Group will provide a copy of the plan resulting from the review, analysis and documentation of the organization and its current workflows, data sets, IT system and applications, system interface need , output requirements, and public access and service request needs Training Materials -- Timmons Group will provide a copy of Round Rock and all training documents used during casual user, routine user, heavy user, ad -hoc reporting, management, and system administrator training. Timmons Group will also provide a User Guide for public portal users. Testing and Accepta ce Plan - Timmons Group will prepare and deliver a copy of the test plan and test results report to be used for system ce ification and acceptance by Round Rock. Round Rock Responsibility - Acceptance of documentation. Deliverables -- All project documentation developed to date. Assumptions - (found Rock will receive all documentation in digital format. Task 19: Go -live and Project Close-out Having successfully co pleted all system upgrades, testing/acceptance procedures, production environment initialization, and Go -live preparation tasks specified above, the system is deemed prepared for Go -live. At such time that end -user access has been confi ured/re-directed to the newly initialized production environment, the system is deemed to be in "Live" status. Round Rock Cityworks users will now be executing Permitting and Building Inspection tasks in a live configured Cityworks p oduction environment. After five (5) days of initialization of the Production Environment, Round Rock shall generate a dertificate signifying the Cityworks application functionality and database configuration is operational in a "Live" production capacity. Round Rock Project Manager shall sign said "Go -live Certificate" and submit it to Timmons Group. Round Rock Rest onsibility - Provide configuration team with a certificate of "Live" production capacity. 431Page 0 ! TIMMONS GROUP YOUR v11%10N A{'N1fVF0 ?"itiOL)GH Olt 4 LAI IIIJIl ^ JrWUMD=M)a�,MM Software and Implementation Services for Community Development System mmon City of Round Rock, TX Deliverables --- Last minute configuration and document modifications. Three days (24 hours) of on -site Go Live support. Assumptions — work through the Timmons Group Help Desk to resolve and issues. Task 20: Post Go -five Support {once the system has been rolled out and is being used, our configuration team will provide forty (40) hours of ad -hoc support to address any configuration, implementation, software installation or enterprise integration matters that may arise. For example, these might include the redesign of printout forms or changes in the content of the work management portion of the Cityworks database. Bound Rock will have one (1) year after Go -live to utilize the remote support. Optional long-term support — effort TBD Timmons Group offers a long-term support contract to all of our Cityworks clients. We do this not because of expected problems but for unforeseen requests, desires to extend the scope of services, staff augmentation or a host of other reasons. We have a formalized process for submitting issues, requests etc that is tracked by the same tool set that our client have access to during the implementation project, so they can monitor progress, etc. We prefer these tasks to be on a time and materials basis with an upset limit and we charge a flat rate of $150/per hour for these services. Our support process is detailed in the diagram below: • Round Rock submits request for a new "project" of support ticket • Timmons Group reviews, provides clarification, solves support ticket, or.,. • Develops scope estimate, deliverables & schedule and returns to Round Rock • Round Rock & Timmons group close support ticket, or... • Round Rock reviews scope estimate, deliverables and schedule; approves • Timmons Group performs the service • Support item or "project" can be tracked via project website • Round Rock reviews and approves deliverables acceptance • "project" closed Phase 2: Permitting & Land Development - Public Access Portal Phase 2: Purpose and Objectives This scope of work (SOVV) details the development and implementation of the Timmons Group PLL Public Portal (Portal) for Cityworks ServerE) PLL for Round Rock (City). Phase 2: Development and Go -Live Schedule The table below lists a schedule of tasks for the deployment of the Portal. Timeframes will be reassessed once an agreement to the SOW i�.-. ..1ached � o••**� 44 1 P a g e • 0 i TIMMONS GROUP ROUND ROCK Software and Implementation Services for Community Development System �WW �% City of Round Rock, TX Final Review and Revision of Project Plan Timmons Group/Round Rock Deploy O T6 Portal to Test Environment Timmons Group Request User Interface Changes Round Rock Configure g I ontractors in Cit works for online access y Timmons Group /Round Rock Complete configuration and integration of the Portal Timmons Group WebEx Toning on Portal Timmons Group Deliver Public Portal User Guide Timmons Group rn lete testingTimmons Cop Group /Round Rock Deploy Portal to Production Timmons Group System Stabilization Timmons Group /Round Rock Complete Wage of testing feedback items Timmons Group Final System Acceptance Round Rock Transition o Vendor Support and As -Needed Timmons Group Support Timmons Group Round Rock Phase 2 Task 1: Final Review and Revision of Project Plan Round Rock and Timmons Group will review all the contents of this document via a formal kick-off. All details, timeframes, and responsibilities outlined within this document must be finalized and agreed upon first before proceeding any further with the pr ect. Phase 2 Task 2: Depl y Out of the Box (OOTB) Portal to Test Environment Timmons Group will deploy the out -of -the -box Portal to Round Rock's test environment. Phase 2 Task 3: Reqc est [User Interface Changes Round Rock will request user interface changes to the Portal_ Timmons Group will review requests with Round Rock and make updates to the P rtal that do not deviate from functionality identified in " TG PLL Portal Care Functionality' table below. Timmons Grou will make a maximum of 40 hours of interface customizations for the City. Phase 2 Task 4: Conf "gure Contractors in Cityworks for online access Timmons Group will en ure that contractors are pre -configured for access on the portal before Go -Lave. Phase 2 Task 5: Complete Configuration of the Portal Timmons Group will fin line configuration of the Portal Phase 2 Task 6: Web x Training on Portal Timmons Group will co duct a Portal training over web meeting for Round Rock staff Phase 2 Task 7: Dehv r Public Portal User Guide Timmons Group will deliver a Portal User Guide Here are examples of �ideos on client sites providing the public with user instructions: a. Create Account - httgs://www.youtube.com/watch?v=JYSeomkOi M b Resetting a Password --- hftps://www.youtube.com/watch?v=Jctm&gglEC c. Creating an Appli ation - httE)s://www.youtube.com/watch?v=MTHtC8 s d. Permit Informat+o -- httos./iwww.youtube.com/watch?v=V7d328oEgaQ Phase 2 Task 8: Com fete Testing Round Rock and Timmons Group will complete testing of the Portal in preparation for Go -Live. Phase 2 Task 9: Depl y Portal to Production Timmons Group will deploy the Portal to Production for Go -Live. •~*0;a• 451Page 0 % TIMMONS GRo P rouR YtS1D'W A-HIo'YFD T14%murim �1.1 % L.Al 11L)1t r% RUM ROM MAS Software and Implementation Services for Community Development System City of Round Rock, TX Phase 2 Task 10., System Stabilization Time should be allowed for the system to stabilize This means that the Portal is complete in production and no additional changes are needed prior to go -live Phase 2 Task 11. Complete triage of testing feedback items Last minute tweaks are addressed by Timmons Group before go -live- Tweaks should only fix items broken that are deemed critical for go-,ive. Significant requests wif'l be delayed until post go -live and may result in a change order. Phase 2 Task 12. Go -Live Phase 2 Task 13: Final System Acceptance Round Rock will formally sign -off and accept the Portal. At that time, the portal is ready for go -live. Phase 2 Task 14: Transition to Vendor Support and As -Needed Timmons Group Support Once Go -Live is complete, support will be handled by Timmons Group when identified by Round Rock. In some instances, support may be needed from Cityworks. Cityworks support is included in the Round Rock's licensing agreement with Cityworks. Phase 2- Risks The Portal is a dynamic web application that relies on many processes that are impacted by any number of variables. Timmons Group takes all efforts to eliminate risks 1. Web Security 2. End User computer performance Phase 2: Assumptions Timmons Group assumes the following items throughout the development and implementation of the Portal 1. Round Rock has the necessary IT infrastructure to support the Portal. 2. Round Rock has created an environment that is publicly accessible. 3. Round Rock will maintain the environmental requirements necessary for the operation of the Portal 4. Round Rock will adequately test the Portal in a timely manner 5. Round Rock will tra,,n and engage with public citizens on the use and functionality of the Portal. 6. Round Rock will engage in a support and maintenance contract with Timmons Group. 7. Any functionality requested that is not listed in Appendix A will be billed at a flat $145.00 per hour 8. Maintenance and Support does not include development of new functionality for the Portal. Phase 2: Dependencies The success of the Portal is dependent on the following: 1 Round Rock must have an active Cityworks, license The Portal relies on APIs licensed by Cityworks Round Rock will need to purchase these APIs, including the PLL Public Access API, in order to use the Portal. This cost needs to be considered as you may not be currently licensed for the PLL Public Access API through Cityworks- This API cost is included in our bid proposal costs 2. Round Rock must have and maintain GIS services to be used with the Portal Phase 2.- Exclusions The following are excluded from Timmons Group's scope of work- 1. Security related to other systems outside the Portal. 2. Consequential damages arising from the Portal implementation. 3 Responsibility for negligent acts by any parties outside of the control of T'rnrnons Group. Phase 2.- Constraints The following constraints may impede the Portal implementation- 1. Timmons Group did not develop the Cityworks APIs. Any bug found in the Cityworks API may delay development or impact functionality. 2. Timmons Group did not develop Cityworks PLL. Any bug found in Cityworks PLL may delay development or impact functionality Phase 2. TG PLL Portal Core Functionali 461 P a g e TIMMONS GROUP 'roupt VIS1014 *C*"1fVF0 Tb4stour.H OURS L A I I I IJ I I 1-% ,14D�, tf-W ROAR ft"M p0ma TY Software and implementation services for Community Development System City of Round Rock, TX The user can login to the Portal with a username and password. If the Account Creation, login and existing user does not have a username or password, they can create a new account check account. Guest Access does not require login credentials but limits functionality within the Portal. 2 Accountific IAA od Lion The user can modify account information: email, address, phone number, security question, security answer. 3 View Permit Information The user can view permit information: location, people, tasks, inspection requests, fees, and payments. q Schedule Inspec ion Request The user can schedule inspection request on inspections where they are the contact, are in an open milestone and available. The user can apply for a permit through the Portal. The user is given the option to apply for a child or standalone permit. A child permit will require a parent permit number to link. The user will be given the opportunity to submit the following information. • Case Type � Apply for a Perm t •Location • People/Contacts Contractors • Case Data * Attachments 6 View Job Surnmcary A crystal report defined by Client. The user will be given the option to pay permit fees with Paypal.tout of 7 Permit Payment y the box). other payment systems can be easily integrated Permit Application Pp and payment receipt p y p The user will be given the option to print the application/permit 8 information. The user will be given the option to print a receipt after panting payment. 9 Required Fields q The user will be required to submit any case data items that are required within the configuration of Cityworks PLL. The user will be given the option to print 2 custom reports identified by 10 Print Reports p Round Rock. The user can view open permits where they are a contact. The user 11 Review Open, In omplete can view incomplete applications that they have started in the Portal but not yet configured. 12 Guest User Accejss The user can access the portal as a Guest requiring no login credentials. Portal functionality is limited. The user will be shown a disclaimer and are required to accept the 13 Disclaimer disclaimer before they may submit a permit. The user can search for permit information by Permit Number, Name of 14 search people, contractor license number, Permit location or permit type. o••i! I 0 % TIMMONS GROUF YGAR Va'S1UN At WIEVID iN943.1GM 11. 1 471P age itl.`K: YG p,tltlltl'..Ctl:G CC C',.OGCc «C�C,.CSa >.L. ,. If� O m O cn m v O C. m 0 cn 0 m m Q c r m W 0 CL 3 fmob su (/) iD F 0 0 0 3 C Q tiC (T) 0< 0-0 c 3 CL 0 cn t7 � r r} T . mu"�.-EW Software and Implementation Services for Community Development System R City of Round Rock, TX . •'� •ems 00 TIMMONS GROUP ►l:LM vi; ON AGH1fVF0 THROUGH OURS L.Al11LAL KX,noROMMW Software and Implementation Services for Community Development System City of Round Rock, TX Cityworks PLL streamlines and automates permit, licensing, and land rnanagernent processes while working with Cityworks AMS and EsritR GIS. This allows you to view permit, license, and land data in the same application as work orders, service requests, and CIS asset data. Cityworks PILL and AMS records can also be linked together, which allows organizations to capitalize on the major applications of the Cityworks platform. Cityworks allows organizations to track permits, planning and development, engineering processes, business and regulatory processes, and code enforcement cases from inception to completion. GIS features can be tracked and may include parcels, street segments, intersections, addresses, or any other defined GIS feature classes. Most permits and applications span an array of departments, including building, planning, and engineering. Cityworks enables agencies to share and access information easily and efficiently, streamline the application and review process across departments, and deliver substantially higher levels of customer service for contractors and citizens. Cityworks tracks all addresses, personnel, conditions, tasks, inspections, corrections, fees, and payments for any given permit type, which can include: • Building • Electrical • Mechanical Plumbing • Demolition • Right-of-way • Utility cut • Fire and zoning PILL streamlines and automates work processes, including: • Application routing • Plan review • Fee calculation and collection • Licensing renewals • Workflow and tasks • Inspections • Management signofr and tracking • Reporting Cityworks is designed with built-in apps (office, Tablet, and others) and other aPps built outside of the platform (including Respond, Public Access, and mobile apps for iOS and Android), which provide the end user with an optimized office or mobile experience using various devices. Office contains full PLL functionality and is designed for an office environment, while Tablet enables PLL management on mobile laptops and tablets. Both types of apps utilize a map that displays on a separate browser tab. Permit, License, and Case Management Cityworks gives jurisdictions direct control over their business processes. The basic structure of Cityworks PLL is highly adaptable and can be tailored to your organization's needs during the installation process. The basic PLL package can be configured to allow access by multiple departments, such as the legal department, encouraging coordination on code enforcement cases; or public utilities, allowing cooperation in the construction of water and sewer lines in new subdivisions. Cases track transactional data required for community development and regulation processes, which can be configured to provide flexible business management. Automatic notifications can be used to alert users, departments, and divisions when their task in the workflow is ready to begin, Methods are provided for accessing, searching, and editing case, task, and payment information_ These include the use of the following forms: • Case utility • Payment manager • Payment utility • Task manager • Task utility •�•�i�� 501Page TIMMONS GROUP YOUR VtS1004 ♦cklfvFO THRIOUGH Q11R5 It"ONOCk TUAS The following functiow • Link/relate to E • Create related • Create related • Create related Software and Implementation Services for Community Development System City of Round Rock, TX are also available to create associated records-, Jsting cases ;hill case work order ervice request Customized templates elp manage the required data for a specific process. As many templates as necessary can be designed to streamline the development process Basic functional forms are available, which can be adapted to serve the organization's needs. For example, if a residential building permit needs the Inspection Request form and the final subdivision plat doesn't, their templates are configured accordingly Likewise, code enforcement cases need the Violations form; pre -development concept plans don't. Eoch template is assigned only those forms relative to that process. Cityworks, PLL core functions appear as tabs on the permit, license, or case document and contain panels listing appropriate data. Theso include Address Condition* Contractor Data group* Deposit" Fees* Can include default data Flags* Inspection request Instrument Licenses Main Notes Payment People* Related documents Summary Violations Workflow* &%hon C1 "&fth - t"A 1ASK"I" &loops K*" V's - 4eoef t $Woo G"I"G 4W.. At 406 fret i . qL.WWW am". W-01W Itwo A."oh-0 A. moo C4-4 C313 Oq,fllAw $knft 4.040- law Ald 4.10 r-- yr slow= ON" UNow tsmm,+ U 6 sum ANELIM 61OLM OAAi coo ISMIN1100 C 111W POACM -447134641M "4 XM CRA"40 CT WMI-+ 1 ato"-K bod-140 OW-d to*~ AL C) Go 6.4- ft.. C-4— W_ son. tool 41A" g., I — ., I .-MAt Office for PLL—Summary tab Map Interface The web GIS-centric approach to Cityworks reduces the amount of land -data duplication common across city departments. The GIS s the source for land data in Cityworks. Users identify any asset and view information on parcels zoning, surrounding areas, etc so long as that layer is available in the GIS. All permits and cases associated with features or X, Y coordi iates can be queried and disp ayed on the map Combining the detail of the GIS with Cityworks items spatially results iri spatial reports that quickly provide an organization with the information needed for decision making. Using rnap tools enabls users to locate addresses, select features, create activities (permits, service requests, work orders, and inspection ), determine route navigation, as well as perform other map -related functions. Active work orders, **1*** 51 Page 00 0% TIMMONS GROUP le r) U A 1,� t I 10 fi a C -4 i F 0 F 0 T " k0o tj j7; E4 (,) k$ L-Al Ifult JrWU140�7ROM rEW Software and Implementation Services for Community Development System PWW. FUUM F"4nWn City of Round Rock, TX inspections, service requests, and cases are symbolized in the GIS map view, allowing for an intuitive summary of activities, The map interface includes a Tools menu, with favorite menu items that can be anchored to the top of the map. Clicking the menu item opens that toolset. Favorite tools can be set and organized in Designer. Your favorites are saved and loaded each time you work with the map, and will be maintained across different browsers and devices. Office for PLL-Map Map tools funct onality includes the following • Base Maps —Change the base map. • Bookmarks —Store frequently visited map extents. • Create Activity —Enables creation of permits, service requests, inspections, and work orders from the map. • Data View View and modify records and attributes of features. Display, move, and edit events. View geodatabase attachments. Editor —Edit the map. • Heat Maps —Display groupings of event layers on the map. • Layer Search —Select features from a map layer or search for and select work activities. • Legend —Manage event layers, set selectable layers, adjust asset visibility, control the transparency, and zoom out to the full extent of the layer Locate —Locate work history in a specific location • Measure —Measure distance, location, or area on the map, • Navigation— Navigate the map. • Printing —Print the map • Redline —Draw on the map using a var ety of graphics Drawings can then be attached to service requests, work orders, or inspections. • Routing —Add locations to the map to generate a route for navigation • Selection Select assets on the map. 0 Split Line Tool —Enables splitting a I ne and transferring the work order histories to one or both segments, Workflow The workflow consists of tasks associated to a case. Users can efficiently update all tasks assigned to a case from one place moving the case to completion. Workflow tasks can consist of review, inspection, and hearing task types. Workflow functions include the ability to view, add, organize, and update tasks for a permit or case and move the permit or case through plan reviews, issuance, Inspections, meetings. hearings, and so forth Workflow tasks are assigned to templates by default- however, users can edit the workflow by adding or deleting tasks for each permit or case as needed. 5 12. 1 P a g TIMMONS GROUP VO LIPt Y i S I ON A CN I CY F 0 T " &IDUGi4 OU it '�, L-Al 11111JIL M ND RSoftware and Implementation Services for Community Development System ROUOCK TEXAS City of Round Rock, TX (ityworks Pbet --r94111 V 4461fFf V Task iunmoor As"Is Reven Amw swrorom N*04%0 casery" 9P%#**1 met ow 14 40 W§_WVWVA (3 C)". $Az Is 0 OMKIW10% Room* + AP*6"tam CkWA %e LM18 16A 1211L/14 11A G APV*OM ✓ Sutwil ILA MUSS LIA 4f. U.S. ftW~V 0"Oveo ✓ 12/16/12 Ito 11/19/16 ItA I KW~ wiffiev A"**VeO ✓ 12FIVIS ILA 92119114 91A 3 P"tft VM. t2ho/to ILA 12JI1.114 %IA Ar"MIG V 1211vts t4A I;V I IJS@ ILA 4*,&. ftIC4 Stfil AW60VW V# t2/16/14 Ita I2YIL1110 ILA 4owma 4~4 "Move* ✓ twffilts IM 12193JIM IIA I G VW$ low 12/tVtl UA G �rwv� POOW4 13 fflv- ohm WN G AW 11VA.0 S C1 a B LPW vwo two is 4 i i P go Office for PLL—Workflow tasks The workf.ow s affected by actions performed on each task. such as. Close the permit or case Update the status f the permit or case. Insert a new task 0 group of tasks. Additional task functionality includes: Attached checklists containing inspection steps, corrections, etc. These are required to be completed for the task to be complete. Each checklist item can be marked with appropriate codes and comments. Notification emails sent when tasks become available, are assigned, or are completed. Inbox setup for tasks. Inspection tasks: ,D Can bscheduled, canceled, rescheduled, or reassigned. * Corrections can be defined for checklist items. * From the Inspection Request tab. inspections can be added to the list of tasks in the workflow. Hearing tasks: ID Can bscheduled, canceled, or rescheduled. o Can bE! automatically scheduled if the hearing schedule is tracked in PLL. tD Fields pre available to store comments, time accounting, and corrections. 531 P a g e TIMMONS GROUP LZA1 li IJI I ^ WU140400.TUAS Software and Implementation Services for Community Development System RNUi! I��q� 1MT/I1CYf Cit of Round Rock, TIC a ISSUE T.sk+Codos ISSUE Department Codas 1ADMIN_FIN Adnoinistrabon and Flnanca Department Derision Coda: Assigned Tot plladmtn POLL (CW,i ADMIM Task Avadabl! Datet I U27/2018 02110 PM Target Start Dstar 11/27f2010 2:10 PM DumiSchoduleds 11J2W2o18 2;10 pM Actual start Da.tot I1/271201S 240 P Actual End Dates I1127/2018 2110 PM Task Comptabe Dates 11/27/2DI.2s10 PM Task Complete Byi piladmin PLL, (CW) AOMIN Task Types REVISW bring Type: 0AFdpSne Codes Lead Davos ResickeQuie ARK Qayss Worts Unitst Chas=icier# + Add attachment... 1 Remove ali attachments Time Accovnbng Empty + W .. ..:tom`` -�.�. �; .,�, dr ,rd =• � .. _ ....� «.. x � - fin,= ,. � �, `<,-n'r 'fie, � „�,aa>` � � t.,, f ,,. office for PL L Edit task Case Utility Case Utility provides an alternative method to access and edit case data listed in the workflow Searches can be performed to find an existing case or a group of cases to update. Access to this tool can be provided by adding a custom URL to your site menu in Designer too&*�� 5 g a e 0 � TIMMONS GROUP Y01,04 vtitok ,s"sxyro lHotoucH OURS L.Al MAL t% WU ND RCOK WAS Software and Implementation Services for Community Development System City of Round Rock, TX Number Taig Type apc-NEW Type 0"aiption Commercial - New Construction Sub Type Ot Sub Type DescAption "act 0040 0*4 Project Description ..... . .... .. Status --Select-- Accepted s Date Fromt To PublicAccoxe El Cases Search Clear Select a Case to Update t T3M SO I Ina Number rtkatu BPC-NEW Jenson Lumber Yard COPIS-007 IN —REVIEW IBPC-NE-W Heritage Warehouse COPIS-009 IN_REVIEW 0 5PC-NE From -SR: Barking or Noisy Dog COPIS 035 IN —REVIEW 10 Ge. ill 4 [1 =.., : 0 N J it otsplaying: I to 3 0 Case Renumber Ifew Cose, Typo N*w trub Type Qt Now Cave Number 0 Use Next In soquence, 0 ofter Oman* 0 Change Case Status To Select- 0 RAL hMoVe Parent/ChiAd Relationships 0 Delleto Case And Aosedxftcl Data Subrnjt Cancel Payment Manager Payment Manager is z Payment Manager car, These search forms ca receipts. Payments car Tablet for PLL— Case Utility n alternative method to access unpaid fees deposits, or payment receipts found on a case. be accessed when mak ng a payment from the Payment panel (SLimmary or Payment tab). n be used to find a case or a group of cases by search ng for unpaid fees, deposits, or payment be made with fees or applying deposit fees 0*60* 0% TIMMONS GROUP Y a �? A V I 1, 404 A47KiF Vf 13 7 t-4 01410G A 0 (.1 INA 551 P a g e LAI11IJIL M ?=hDRO« RXM Software and Implementation Services for Community Development System City of Round Rock, TX Payment Receipt PM-M-E i kumber TT RBP18-039 Tag Typo 1 q Type Description Sub Type Sub Type pestription Project Code Project Description Type Ot Business Name '_._ _v Fees Oue Start Status Select Onto End Sea -ch ; Clear Fees Payment .� Deposit Payment ❑ Number Jvae, Sub Type ii EMU RSP18-039 BPR DECK Ivory Homes Lot 5 ISSUED Fee Code fee De1cri012B 1% ismount Paid Amount Que 8LD-APPFEE Building Permit Application Fee 60.00 0.00 60.00 EL D- Electric Meter Removal Fee 200.00 0.00 200.00 Total 260.00 260.00 Dtsplayingt I to 2 to Go_ � � t v � � _ Disoiayits9: ! to 2 Pay Now Total Amount Due: 260.00 Tablet for PLL—Search for payments in Payment Manager Payment Receipt Ca Receipt iD Receipt File Name Receipt Date From � To to Amount Ous Mire: Max. Amount Pad MW . Max: Balance Wnl Max: Number Tag Type `k Type Oescription Sub Type Sub Type Description Status - I5SY -,D ---. v Search Clear Select ReCollat PAIC Wain ID Receipt File Kame Amount Due Amount Paid Balance Q 2/7/2018 plladmin KSM`Recpt6_7_2_2018_.p41a -. 70500.00 7,500.00 0 7/25/2018 plladmin KSM_Recpt7_25_7_2018-jA1.. 80326.00 8,,326.00 V:,r lfl Go 1 v I - Displaying: 1 to 2 Office for PLL—Search for receipts in Payment Manager Payment Utility Payment Utility is an alternative Method to access payments related to a case_ This tool can be used to find an existing cane or a group of cases by identifying an associated payment. �••••�� 56 I P a e T11`+ MONS GROUP MUKUROO�.ILW Software and Implementation Services for Community Development System City of Round Rock, TX HLmber Tag Typ9 p BPR-DECK Typo Description ResAenval - Deck Sub Type Sub Type Description project Code Q Proj*d Description _ - Accepted Status 1 —Select..W-^_� v From ; To: Date PublIcAccess Cases search EC"es:r) Select a Case to display the associated Payments Type Number stat BEFUNO MP IB- Isram - lil Gof 4 oispldyanfl: ! to ! BSIReceived . CASH Gash plladmin 200.00 CASH Cash piladmm 60.00 ❑ CASH Cash piladmm 1240.00 ❑ CHECK Check plladmin 934.00 ❑ CHECK Check pliadmin 166.00 ❑ CREDITCARD Credit Card piladmin 1176.00 C] CREDITCARD Credit Card piladmm 427.00 to Go 04 L 0 N Displaying: 1 to 7 o Delete selected Payments Submit Clear Tablet for PLL—Payment Utility Task Manager Task Manager provides. an alternative method to accessing and updating tasks listed in the workflow Cases or groups of cases can be searched by date range, avail ablelcornplete options, and task type (inspection, review, and hearing). The resultant tasks can be Updated with corrections, comments, and time accounting. The case document can also be opened using this function, takiipg you to the summary of that case. i�1 IM.R kltinl + CrMtf lack y r. l�r MlnY Aim![ tK>•f NLid0.'Y Am- 0 f arm 0 Ta T&Wt � Iwa i Bu 8ueV!w fislwq ••• �i AXW son R!>pond f oeDng w4 jvta r Kati COUL"n cosaictiwW %a Rr1 WKS i �r true =t�i�alfF1 r rtMt�+a rfY Wn DAWN Respond— Task Manager 5?1Page ! s � TIMMONS GROV i Y01pot VISION At "WdFo Tr ROUGH 'Mu L.AlIlUlt r% MW RWND 1)7ROCK Software and Implementation Services for Community Development System PLOW �2 N"W" I. on City of Round Rock, TX Task Utility Task Utility is an alternative method to access and edit information listed in the workflow Cases or groups of cases can be searched by a variety of fields. Cases matching the search criteria are displayed, as well as their associated tasks. Options are available to delete or re -open a task, delete the associated t.me accounting, or delete notes for those tasks. humb&r RSP17-039 Tag Type q Type Oesuiption Sub Type Qt Sub Type D*scription Tiod Code Q6 "oct D*scripfion .-Select-- Accd Status Dateepte PublicAccess ❑ Cases Search Clear Select a Case to display the associated Tasks TVQe Sub Type IQ Imewy H=gs ta, 10 Go iq C3Task Code Task Description Result Code ❑ APPCHECK Appficatw Cherk COMPLETE Size: 1 14 4 =1V 0 0 DeWte Selected ToAm 0 Re -opts Selected Task 0 oekte rim* Account Data 0 Delete Notes Data Submit Clear fa7o Number Status Issue A Displaying: I to t Task Available Target End Completed Date 12/1W21017 12/19 2,13 17 12/18/2017 - r. ,d 2 ..;, DtSplaying: I to I Office for PLL—Task Utility Licenses Cityworks tracks new licenses, renewals, fees, follow-up inspections, and related processes. A typical business license in Cityworks uses the same functions as other items in the system with the exception that it is designated as a business license. Cityworks can handle licensing for various business and professional trade activities, which can include-, Business licensing Trade licensing Health permits Fire permits Parking permits *0000 581 P a g e of 0 % TIMMONS GROUP YOUR VMION ArWipvlo YRROU&M OU44L L—Al 11LJ1L /-% WUMD ROM TMAS Software and Implementation Services for Community Development System City of Round Rock, TX A In"K Create search Task Manager Assets Schedule Report 'Sumpt"Ity Mi in 1. iceosf� Addre_ss : Pe,apte 1) -1 t 11 G ro U WorMlow $Mll Case Type., UC-COMBUS Number: 1"28 Ststus,, ACTIVE 0 1 Code C] Descriction Amount PAW + UC-0-Li Business License Fee 178.00 178.00 ❑ LIC-DEV Development Review/Inspection Fee 50.00 50-00 cl UC-FIRE FWe Review/ I rispedion Fee 110.00 110.00 Lj� 1 442.00 442.00 3 !.7 4 Otsplaying: I to 3 t:C- 0, L1 F** Coded UC-8-U Gusinoss Lkaimse Foo Factort Rates Quantityp 4 Auto Recalculates Anmunti 178.010 Invoweds U commemb Save Cancel Office for PLL—Business license example License functionality SL ppor-ts the following: Business licenses can have "sub -licenses" that expire on the same date as the primary business license. The sub - licenses have associated fees that are added and removed with the sub -license. Licenses can expirp on a given date, on a rolling year basis, or on a specific month or day. Users can manually change the license status to renewal, or the system can perform this action automatically Historic licenses and year-to-year renewals for a given business are stored in the audit log. Inspections Inspections in Cityworks are handled as tasks and can be scheduled, canceled, rescheduled, or reassigned. Sub - inspections are handled as task corrections defining inspection steps or checklists. The following is a varid6y of inspection supported by Cityworks that are related to the issuance of permits or code compliance: Permits issued by the city, such as Building permit Street cut permit Food establishment inspections related to a fire operational permit Construction and post construction site inspections Code compliance ii)spections unrelated to current permits, such as - Housing ccde violations Tall weeds Recurring inspectiqns such as those related to businesses or food establishments &***a* 59 1 P a g e 0 % TIMMONS GROUP vOtill vll%10,4 ACHIFYFO T64ROU4564 Ole s L.Al 11111J11L ^ rWUN 0 ROCK. UM kW3U PUMA PGLWTOn Software and Implementation Services for Community Development System I Rock, TX i Irboll C FV at* v Search %0 Uslk Manager Aswts Schedule Report Admin Storeroom >:b f wo'. VIEW C014H View ommentS FLAG' Case Type 13PR-DECK Number RBPI.8-039 Staftno ISSUED 1 sunuWar Za-r-yj + SMOSSIZZ BAM Reamested status John Doe 11/27/18 02:12PM ^0&4&Ne 14 4 Edit: Inspection Request &ave Car,=-! K44U after ivmm* John Do* Phone ot"u"tw Phan! Z014569132 Confirmotson 14 36 The electrwal needs W be inspeded. Bowe the street from the 7 eleven and on the North side of the street, LamtIon Oeftlis ,A,re 4,Cel Inspection Inspection Description laqw6clor Status Scheduled Completed ISA ELEC IMP- BtOP#A1 Office for PLL—Inspection request and edit panel An inspection calendar is available through the workflow panel to display and schedule inspections. Display parameters include dates, times, inspector, and inspection description and code Inspections can be scheduled using drag -and -drop selection of the task code onto the calendar This function also includes an appointment inter -face allowing users to enter or modify the appointment details. Address The location data is displayed on each case. Cityworks is integrated with Esri GIS, relying on the geodatabase as the source for all land -related items on a given parse The parcel feature class is one of the primary feature classes utilized by Cityworks to track planning. permitting, and case activities. However, any GIS feature can be attached to a permit of case. Administrators can also define areas where cases can and cannot be created. Default items such as the address, parcel ID. and X, Y coordinates are imported into the permit. The on -demand information from the map can easily be viewed and searched from within the application. 000000 60 1 P a g e * % TIMMONS GROUP Yau* VISION ^r1."4FVF0 1"Olourm OU411; LAt I l IJI L M 4=1w %DROQ�TLW Software and Implementation Services for Community Development System wnnMown rdlwrwte Cit of Round Rock, TX Cityworksy In"m Cr*ate Search • Task martager Assoft . Schedule Report v Admin -o Storeroom Designer Ab�rtsi w Case fte PR -OECD. Number RBP18-039 Stw=: ISSUM Addfr ID 7 j 31 a1 WFIRE"Yt? 32201 2WI C MINOLAND CR J4 f 1 # !1 M'f7RtilrD Ate! iYN: Mrtt�E►fYD /1•,�•t !ii 12i0i iSAM»E7lLJ� ttuNtd.► 2r01 CNt+1*ERlJR4 DR or�«sur/ urs ,4adr... a ia0i StrN! FrscUl t Sett x*rddt1 clJ seRwo Sts••t rytt DR Pest-Ofrr Sr�t CFO" strut+ C"A SWO1 api 04 otwon 0 Save Cancel r Office for PLL Address example and edit panel Contractor Cityworks stores and Maintains information about contractors who do business with the organization. Contractor registrations or license can be tracked using a variety of data and contractor accounts. Cityworks dnbe■ Crate S•ltren pet t#.aflsotr Alis*tt se"SouM Ripon AdYdtsn otagntr �FSIN! • CA%* row O4aFCr *AW1*Vt* SRrdn MCidat� Qry Lf ms �nlas'utlam *AM C.JI h ,.N11C11}�K Me" AAfy t.W"bN 2100 Fan_R"600 :wrrfr l� CAM Ut Aik c,Onompava. Ifle 8oddu GM.0 Curd %4A0V N t.. P • AIR COMM~ F _ �r�a •drn. f•M "son" jWW ta« "Wool tw c.4.adr. ANTofth 46dPo"n co" RtMi am MF"R %dames ifs MOM Hynes "W4pb. dial m•t2lt UA rindi 601 ass !a! f V.A t ake& MIC ur1.Me� i+esM �froiM ciC W%Mv [.!r'+0�1es Ufi�lOt� d:..r...did.ardr. R.r�+•t I�r�vi O+u� lbWv[��rrlrid.lil7al• rrrr Id�r d■ t��tR 1 e.rr.nr. ar>,p?Ad• r Office for PLL—Contractor example and edit panel y �1 a ! e .�•i�`� TIMMONS GROUP r111JA V10004 AC&I 4f 0 ti4ROUC,M 01,1AS IZAI 111JIL M Software and Implementation Services for Community Development System City of Round Rock, TX Condition Conditions are used to track additional requirements as part of the case permit A restriction can be put on the case if conditions are not met. For example, a permit cannot be issued until conditions are met, or a planning commission may approve an action item with conditions. Conditions work outside of the workflow. While the workflow is typically used to track the tasks and workload of an organization's employees, conditions are often used to track extra tasks the applicant must complete to satisfy specif c concerns, requirements, etc. Conditions can restrict case status changes to control phases of a project For example, conditions A and B must be completed prior to issuing a permit, and conditions C and D must be completed prior to closing a permit, Inbox Create Search TaSk Manager As"ts 1* Schedule v Repwi fs F too'% Condition v Case Tvpe.i SPR-NEW2 Nhmrbw-. RBP17,040 Status- ISSUED 0 1 Code -I pro: Cl of el Lgd2 Descriotion Apilliltd completed + ❑ BOND-MAINT Maintenance Bond Required 12/18/2018 ❑ RQD-ELEC Electrical Permit Required IV1312018 12AY/2c1e r 114 4 1 0 of 01splay-ng. I try 2 Office for PLL—Condition examples Data Group Data Groups are used to collect information about the permit or case. Several data type formats are supported. -ncluding number, date, text box, comment box, Yes.1no, list of values and predefined values. r tic x Cr*ste 141 a- <. IN • Task Manager As' aft SchodL,4 Roo* M W Ad tin 10 1$ 111V t C)"" Case Type: BPWNEW2 Ntr*m W 1114" Status ISSUED + Grand Sums *P-" 01t PALI ep - CO"PW Dots GedeV Sum Sao" Ft* C up-3FOAT eV - *WbP&& Famillf Gets Group Sum Sam $100 U BV-SEWK i SP SqdHKh* (feet) Group Sum Sum Filing FP*M IBM* "ht sire (ft Left Awo 1 Ft )y Tablet for PLL-Data group examples TIMMONS GROUP L—Al 1111JIL /-% NOUND ROM TEYAS Software and Implementation Services for Community Development System City of Round Rock, TX Deposit Applicants may be req ired to make a deposit, and those deposits can be tracked as part of the permit or case Deposits can then be applied to ny fees related to the permit or case. This panel lists deposits associated with a case. Functions are available to add, e it, view, and refund deposits. And deposits can be calculated to a percentage of the total fees associated to the case. inbox Cleat* r Search Task Manager Assets Schedule y Report v Admin v Case Type: UP-NEWSRV Number: WSPI"18 Oepq�# Cad� I El 13 0 0200sit cod o 12f IEXCAVATN 0 UP-APMEP '10 Go Fees Fees can be collected 0@ can be used to calculatr.- includes the following fe, Flat fees Incremental fees Variable fees Linear fees Percentage fees Minimum fees Custom fees Case functionality can • Fees can be a • Fees can also t: • Cases can auto Each fee code is assigr Information in case datc, numbers and can be ov schedule. A fee may be linked to when a violation is issu ftm + Excavation fond 10'000.W Q-*0 Wift Permit Application Fee 200M 0.00 Y] Office for PLL—Deposit examples Status: ISSUED E; part of the case or permit. You can edit or waive exist=ng fees or add new fees. The fee engine ! even the most complex fee structures, including custom-built fees. Out of the box, Cityworks e types. e automated based on fee activity including the following: tomatically added to a case based on a task result. e automatically removed from a case when it reaches a specific status. matically progress to the next status once al the fees are paid. ed a type and then calculated as defined by the user and assigned to a template by default. fields can be linked to a fee code for use in the calculation. Fee codes may include account .arwritten by those with proper permiss on be waived, or be assigned an effective date for the fee Fiolations whereby the fee,s automatically associated and added to the fee structure for the case okd If the violation is deleted, the fee will be removed if no payment has been made *0000 1 63 1 P a g e 00 0 % TIMMONS GROUP YOU4 VISION Acklfvfro 'WOMIJr4 notlif. L—AI ilUll /'''l !ar�- ROC1 FEW Software and Implementation Services for Community Development System �l% �Atin City of mound Rock, TX (ityworks- . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ..................... inlet Create • Search +► Usk Manager A&S*t1 1etl9du • Repon v Admtn v storeroom G06I9Mr * Cate Type. UPC -NEW Numbly COPSE-035 RAVI 1h_RFVNW fee oes olsmlQn &Baum C!!d + ❑ A-D-APOm DuldmV Pe~ Apo6caoon fee 0 60,00 0.00 ❑ d[ D t'2ttt &nerga►ry and lire Impaa[ fee ❑ 314.00 0.00 f�[?�yfr .$ L7 K1>PA1KS Parks and Redeabw Impsct fee 0 2.174.00 D.00 ❑ R KDD-Pf QArr "a DudddV Peemst fee Q SOADO 0.00 Q 13 Kio-ru,,t eWdeV aaA Chem tree Q 40000 0-Da ❑ 17 dL -ODwY Roadway Impact fee ❑ I.3a2.00 D40 ❑ B E[.D-sevweR S"er Imps l fee E] 573.00 0.00 Q 13 OLD -STATE 11% Statt Ooard of Duddu►p Standards fee ❑ 0.00 0.00 r-(y ALD-*ATER water [mood fee ❑ I.2'd4.00 DAD 0 13 dip-Wmta water Tr"br wrt Impact Fee ❑ i.M1.00 0.00 a ar d"." Fed Codet &*J) %V?*TR w*t4w Trratn+ir t G bpect Fse Fsdgn R.t4p# Q%awWyi Arta Racatr.Mtao Antr 4 TJ[ .'.Sw 3 aveitai: r_ CO��Mt 1 Office for PLL--•Fees example Flags Flags act as messages that scroll across the top of a permit as soon as it opens. They can also restrict the progress of a permit until the flag is completed. This means no one can schedule inspections. update tasks, take payments, etc . until the flag requirements have been completed. Nrbox : reate Soamh v Task Manager aeeaft rt Schedule Report Admin 5toreroorn Oeslgner Fla" FEEWAIVER : Peres ,rLA�,? - MAle F'fW-1'' f f e 0_lt. 1' MIT '+}s m 77'r-, m ' q... ,. CaseliiO+e' ERR-Et_Ec Number: R9P18-027 Status; IN _REVIEW ce" 000cl ptbnS Rtsfdertttal • gleo t; _n r *4-.® 0au 'N9 Tablet for PLL—Flags display Instruments Financial instruments used for development and construction projects can be tracked as part of a case. This can include bonds, letters of credit, etc. The release of moneys based on work completed or a fixed value for a project can be tracked and deducted from the total financial .amount. 64 1 P a g e TIMMONS GROUP 111,-J8 eIN1ON AdH t-Vf!) 1-04AV14 0kiO'. L-Al 1111JIL J11"A jrMQUKQ�R00L TLW Software and Implementation Services for Community Development System City of Round Rock, TX 1^00P Cr9*06 ■ Search Thsk Manager ASSMS w 3ch*dijte Report v AdmIn v storeroom Otzign*r En %Em nwn? Case Type: 8PRNEW2 "W or "P16442 0 Lffective Lwam Weased + TOW $0 if 1 0 A L-gram-P r"ftt LTACRwrt Ckmcftbeei Uftne *(CriWA $4W 1W0fnb*" 00711732111 19"d 061*4 Axweet; 2$000 00 aFfecthwe ontea ad ". 7 0 Oat. tnViNds 047IM6 0 CempswVm ZKM Bank Addr"az 1375 5 RedwaDd Rd Add**&s23 otw state, UT 0, Utah V* t Q. CA0*krVq Ot C4*t*'Cq Ka"Wt pblarmw ef"" "numooft, Tablet for PLL—Instrument example Suhn: IN—PEVWW Notes Notes can be added to each permit A predefined list of notes is provided for easy reference and data entry, or users may create custom notes as well, Payment Cityworks has a built-in cashiering tool designed to manage financial transactions and does not store the personal information (such as crindit card or account numbers) of individuals paying fees. Cityworks records that a payment has been made. Running c edit cards, charging accounts, etc , is handled outside the system. � Functions are availabl to view receipts, view payments, edit the deposit, refund a payment, and add a new payment. A receipt can be printed pon payment 0000* 651 P a g e 0 % TIMMONS GROUP VOW% V1113)" 01J�i _JFAXIN D ROOD TLXMja:msom Fmcww" L—AIIIIIJ1116 /-% Software and Implementation Services for Community Development System id Rock, TX 11robox Create v Search r Task Manager ASS1019 Schedule Report Admin Payment Case Type: 9PC4NAC Number: CV18-053 Status; IN—PLEMEW RzfArenr Fee Code Deposit Code B Tender + C1 13 CREDITCARD BLD-PLAN 111112019 400,00 CREDITCARD BLD-FIRE V1112019 314.00 11 CIO CREDITCARO BLD-PERMIT 1/1 IM19 $0.00 ❑ CREDrTCARD BLD-APPFEE 1/11/2019 60.00 824.00 Tablet for PLL—Payment People The people associated with each permit or case are stored by user -defined roles. These roles can include applicant, contact, business owner, engineer, contractor, etc. Inbox Create v Starch r TAsk Manager Assets w Schedule R0004n "Mn people Case Type: CE-BUILD Nuffitw" CEIS-0003 Status OPEN a We Code =y + 0 641,104A Name 0 ARCHITECT Nana Amigan Sandy 0 LMO-DEVLPR AbelKadead sandy is 0 PROP_OWNER Emic Stenseth Sandy so Go 14 4 '1 0 IN I Office for PLL—People example Related Documents (attachments) Any file types can be attached to a case, and they are stored in the database or other network location. Attachments can also be added to workflow tasks. 40 0 *000 66' P a g e TIMMONS GROUP t_A111uilt /"1 �Na » Software and Implementation Services for Community Development System ' 1l s717� AMfr11 1y(Hf t City of Round Rock, TX tnbox Cfeate Search Task Manager Assets w Schedule v Report v Admin *► I lag-. lam# i Case Type BPR-IEW2 Number It*P t x' 04A Status: ISSUED Add atwtment... Remove al ettschmeaU 10.15.07 073jPQ V1 93 Ka V Office for PLL—Related documents example Summary The Summary displays all the information related to acase and contains the tools necessary to complete the case. A rtoei bww • 4P was Wome r ifseft khWu * . Rrparl . tartll 1sOfMOOfa pp...;- ;.x iWWI i N t etw'M+tt :114Gi W del 1111W W8410 &2 ajaw ICI t RdM +il�f1 II�rRC Ay. aww•«r s ftF Ttt* srw Goo irtn low11d w.w. wr.cr& [� {� ailiK�scz �i►a 71aF�e1 f+.r►. a.� ( f7 R1M� t3lia `s u w+• r�yt~v ►—..... w. f0.7 fs7+M4 r ii lt�li it.inr« a..r«w LWA*,~w-Mw .;..j Q lt�+l�l1� llw� AII+ISf'�i't•.iws 74nytsillpa owbo f or tf bd a f Zn& , f is- so 3J6 M r r iM. aif Mit US - 41 . � � Vg'!i (_�e7M4 vw C+�+•w+�'+ PV,p$ r 71! 9?hA • ��It �M wvN� sR�Ufl IMII IyM r V,r s,.r� i.� s� tf c L11) r i V � sssailssss �ftlQ Yltn� .a Q A Cam &NEW D 0 r rA, �:A W : i �Oy *Ms sa W h` Os+r tr&W*o 12'1iM7 i a f4 oomvwPW-6'A%A'" iitil+?R11 iLi►l7i1♦ i ! r V w} CMUNPa M Crrw1 ON" f'r F%W fir fr.r bmebmfr "M am Loop"" C.M r tauwwwKr 1/ Itt►prlr.�t� Office for PLL—Summary tab Violations Cityworks tracks violation types and municipal code excerpts for each violation. The Violations panel identifies the fee code, violations legal d scription, details of how the violation can be resolved, the issuing employee, and the date A fee may be linked to viola ions and automatically associated to a fee foi- the arse. • +�®�a� 671 P a g e TIMMONS GROUP YOUR vfcroN AcklevP13 .0"an.1dw All % L—Al 1111LAL ^ th D NUUM t!Qq, TUW rkwl(w- MWM Vyaw PM Software and Implementation Services for Community Development System id Rock, TX A Inbox Cif Search - Task Manager Assets v Schedule Report v Admin v Storeroom >> F Wo VXW C04404 , i,@ 04`W4#.0t,,; FLACj Violations w Case Type: BM-NEW2 1tjn6ft: RBP17 040 ----------- 0 Ty" afr P ele ❑ Tree Ing" Completed + C1 SASEMENT Basement Vwlatian IV712010 DRIVEWAY Driveway Violation 12JV2018 ❑ FOUNDATION Foundation Voolation 12/7/2018 C3 13 SIDEWALK Sidewalk Violation 12/7/2015 VEHICLE %fthbde Violation 12/7/2010 R WEEOS weeds violation 12/7/2018 50 GO Y Vim=" Woiahoo Types VEHICLE V&h1do VkDlaban Fee Codes vWation Text, Junk "or Vehbde (Section 10.20) Motor vehicles that are snoperobve and/or pastally dismantled and have expired license tags or safety stickers are considered 'junk motor vehicles'. These wehicles are in �nnlat)or. of the City Code Owners of the Remedial Tomb Issued Bye PLL XW) ADMIN Oat* Issued: 12/7?21018 Completed syl Ck DAW C4&M$&b&d3 Tablet for PLL Violations example with edit panel Status: ISSUED Cityworks in the Field Cityworks is a system of engagement which encourages usage from outside the office environment, and sharing authoritative data with employees, customers, and others. Developed as an open platform using apps and cloud technology, users can access maps, view pertinent data, and create and update records from their mobile devicess. Cityworks has several PLL applications designed for use in the field- Tablet for PLL, Respond, Public Access, and mobile native apps for iOS and Android. Each has an interface different from the others and are configured for the relative user, purpose, and device Tablet for PLL is a core application built into the Cityworks platform, It offers full case management functionality and allows users to operate Cityworks in a mobile setting such as on a tablet at a job site, and requires a constant network connection. The Tablet map opens in a separate browser tab. 0000* % 681 P a g e •& TIMMONS GROUP A�';,Iqvfn ljjfts L.Al 41U1L /-% 1)4 1"D Software and Implementation Services for Community Development System "at City of Round Rock, TX (ityworks khtso a. afto" 1#0W . 144W#b . fash U6449" Awso setomses* Aspan 9MA. J*_JWJ" a gms OWN0186M 4014softa A" $006 0 TOG �111iko Np, ^6 AT I&MIM Wo 04 PA f_71 a4 P.M.W. 11WVA it&& C11046-d N + 1.4 r"10 sm 00 -.oft~ .4 Villsil it X'27,11 21% d L"Aam 22 ki 00641Dt A%2 00 Now.*. go." OVW 41vis 10 NO 0(3 a— 011.4" F VL .1 PP 013 ad-00 00 a-0. V.W% Lmes". 00 *044W Do a kill, C3 a 00 Go 004war0%." aa ear 00 -01-W-9 oar t"a .Ac Amdum hum= 08 Lftaw 1313 seso 00 b.W 00 wer. 00 or + 00 QnWd OEM 00 t'-W &.4dq --w Sp4we"" IV i 41111d6d so" amp$= 00 JAS" tW%ftW&6 Of 0"MOIN • .0 Towns- ows"" &" Do *' 6 dwe 1 46bb koetnowd CM4 40 casubm"M 46"WO&VO 11601 *wheat DW 40- ,J 9069F1M AW ftow smoo, asaw + + 0&04PN6 44 Ow AN %wo Tablet for PLL—Summary Cityworks Respond is Can optional app which focuses on Office -based functionality in a mobile setting, such as on a tablet at a job site. The Respond map opens in a separate browser tab to maximize screen space. Respond enables mobile users to display, create, and edit service requests, work orders, inspections, and cases, Respond (version 1 6 and newer) also can capture digital signatures required on inspections Respond requires a constant network connection and is designed to maintain continuous, real-time updates, and create and manage aspects oCityworks from a remote location, Main -- --- ------ . ......... _& .... .. �------- ------------ — -------------- flbOs No: Id am O&W.2 ;3"2 rvuo 1113 IA40 0I f, Iwwlui k"C& S^AA> UAW *04 + (>*W* I Ck 009 GMO CL owftwo of.oM1arMpt*.� we IF ror"a Mft W"WINCow"I 1111 IL XL 15 TA Nmo i.FO BU ft In eI a X, ki DE~ CT 1212MW z4WY27 4 7/r#'M 14 #144 AAS ��00 0190 R% 94 OF 0 07"MV144444W 121!4 00 CAD$ but Peopir 1: ...4 '.W 004S Z Ck Wit 0A4W 0 "V 1 89 + L WKS 101 A"M AKk maim" VAT'Id" V'k WM ftff Ck f Respond —Case edit Mobile native apps for iDS and Android are optional products which allow Cityworks, to be used in a disconnected environment. These apps allow users to create work orders and inspections, and edit service requests, work orders. inspections, and PLL tc- sks. Users can also view work activities on the map as well as add comments to work activities or mark them as completEd. Assets or tasks associated with work orders and cases can also be viewed and completed 69 1 P 9--1 g e TIMMONS GROUP r,)L#fA yt%JOH ACv41V%fFD TMADUG?4 0%) 5 L...A1 JIUIL M Software and Implementation Services for Community Development System J IIMV�[ RdQ1 I'�Mftn1 jj City of Round Rock, TX These mobile apps can also open Cases in Office, Tablet or Respond if those applications are being used The iOS app can open cases in Collector for ArcGIS which requires Portal for ArcGIS or ArcGIS Online, and a web reap Cases can also be opened in Navigator for ArcGIS. Collector allows users to create and edit GIS features Navigator creates navigational routes to job sites. Insp. - Plumbing Residential New Single Far»iy AW18-001 Srnithas Farrily New Han* tnsp. • LDP Routine Planing - Land Disturbance Permit SENGIS-011 Insp. - Frarrring Residerrtial - Oock eRW18-039" Horses Lot 5 Insp. - Framing Residential New Single Fan* uRSP17 039 hrory Homes Lot 5 Insp. - HVAC Residential • Haw Two Family XRBP17-D40 Jer%sw New Home iOS app—Map and inbox Searches and Reporting Cityworks includes extensive search capabilities which are used to look up histories, records, and other information. Apart from standard ad -hoc searches, Cityworks allows users to search by field or by multiple fields; nearly every field in the database is linked to the search tool. Search results can be exported to Microsoft Excel, displayed in a map view, and can create navigational routes between selected record locations. Frequently used search criteria may be saved to a user's profile and added to his or her inbox, or added to the reap as an event layer Cityworks also lets users search the GIS directly, allowing them to find and view perm is attached to specific assets. The search panel is organized into tabs of searchable fie ds Users can select desired display fields and sort the search results by a specific field with the descend ng order option. In addition, task, payment, violation, people, condition, contractor, and map layer fields can be selected as visible fields. Search criteria can be entered onto any of the tabs prior to performing the search � 00,000 701 P a g e 0 % TIMMONS GROUP 1101.JA v4Soom 4CH9d;VF0 T"4t0U1GW OURS L-AIIIIJIL /-% HOUND HOUND ROCK TEXAS maftm tvmm Peahm wn r4 " Software and Implementation Services for Community Development System City of Round Rock, TX Mwx Crean somn V Task Manager Assets V schedule • ft"" • A&MIR V Stowe" Designer 09 s4w-h j 0*40 OP4" W S" As Cretiletil TV". Ut W Type 'VC No ?Y" one h LApROs'A P""Desc W Tod CAN~" Deniow rag skbTwe M&A Text T -J.4mday . 1 0(3 V4&" ey 0{3 P""d coo F4"Kt DWWW u4dft4 VY 'd d bued or IN 0 0 Exorafte 000 0 Putty0019 Moaakd bV64d tv PWOCAof COS" 51MIErr _12r_M�m UNN 040004 GA SLAW ki Pop Q~"A" cm" Tablet for PLL—Search engine Inbou crVale 10 Swett w T3%0 Manager Assets v Schedule v Repots ;o Admin w Stomrown oestqiw; (AML k_10peOS4eded -OMaPYew DaW map Rettsb N,aga cakow he#det and &W A htft to grov by tbd cakrm ............ ...... ............. ....... - 0 CAse Mmrtw "e type DesaVwn tocabon StOw Stew Codt Acapted Oat* wdwed Sy In"ed 04Ke Payl 0 capis PC-N" cemmercal New Coonnxl4r 109! BRO40K FOREST OR LN-RIVEW optN 3 a 04-55 plaarrm 01110inis 06:S6 0 U2"-.m 4AW Commerck$ N#w Cosanxine. 100I MOK FOFMST GR IN-RIEVILW OPEN tl i; 1012010 W55 pLxlffm 01/10p01a 06:56 0 UZULIM NEW E-NIEW Commenk$ New I(XI I &A#:X;K fOKEV DA kN-KEY EW opfN 01,10/2t1IA 04 5t pLxbroin 01110/2018 0&-56 C1 capla CorfwneraW New Consbwboo 1001 BROOK FOREST DR tN-RE'OEW OPEN 01 10/2018 067.1 pLm*m 01/10/201608:S6 0 geld --NEW LcmmwoS, NP* (aftWu0op IMI 3ROCK FONEST DR iN_.RFV EW OPEN 0 10MI a W$5 pohdrtm : 01110,-2018 0856 D apia WE-W Comer wum New :(Municbm 1001 PCOK F00ST DR IN_RE'V.EW OPEN QI110/2018 W-55 pp dmm 01/ 1 0/m I a 06:56 0 CEPIS N" Lerivnemai Nr*L"0ns?jvcWn i001 SROOK FOREiT DR oN.REVEW OPEN -) if 10/2013 06:55 p9admin 01110f2013 08-% ❑ capia NEW CoftwtwcW New CoastnPaton 00 1 BROOK (OREST DA IN_REVEW OPEN 0 I./logois W-55 qUdrnm 0 111 OROIS 0656 0 C13P 1 a -NEW, Co nw,"ermw Ntw -aftorwWA i00i &ACOK foRiiT OR INAV (W OPEN 1:' 10/2019 0855 p1b&M O1/1017dI9 UM 0 cipla .NEW CommpraA Now Coottsuman SM NORTWFMEK DR iN_RfiV EW OPEN 0 1 i101201$ 0t:49 pladn"A 01/10/2018 0" 0 COLU-M PC -NEW LonwtwW New �,m-lrwaon 5W NORTW-REEK DjR IN -REVEW (jPEN ) !.!I O/M 5 04:49 06dffw O1/101-2018 OU0 U 9j NEW COMdrefOaj NtW r-An!tFtK4j0A SM NORT14CREE< DR IN -REVErw OPEN I !.,.I UfCU Its UW.49 p"urvon -j'"0I25110 -AN--Y pAge I of 1, At"n I to of V. Tablet for PLL Search results In addition to the ad -hoc search engine described above, Cityworks is integrated with Crystal Reports for detailed reporting. Reports are ploaded to the system for immediate access Reports can be defined for each template to facilitate printing documents associated with each permit or case The Cityworks eURL add -on enables sharing of maps created through case, inspection, service request, and work order searches. This applicalon generates a URL (web address) that can be used to display an event layer on another map outside of Citywor s. 71 1 P a g e TIMMONS GROt� NOWD ROM TLX4S Software and Implementation Services for Community Development System City of Round Rock, TX Administration and Security PLL Admin is the interface which provides the controls, settings, and security whereby PLL is configured, organized, and managed. Administrators can create dynamic case templates, configure fees, track case -related contractor and user information, and more. Cityworks Anbopi Cr*at* v Seatcol v USX Manager Ass*ts Schedule r Report Admin Storeroom Orgerasbons Co&d@ a f Depart.10011i [1 [3 0 Role cod Description + Div1 E] A ADM IN All obWM Setwift Roles R) a ENDUSEREnd Usw Users F] H PLA)MING P46nMM9 Rai& Holidays ODWMACTOR Comm~ Role Tempwtc sew C1 � CODE0tFOR Cod* Frvfom*w*eAt Tasks& inspecloofts. C1 q13 WILDING lludding checkltd S" V.: C) UCMING WCanzinjo C3 PLJI Of1ma OLL urnn*d Demo Role — ----------------------- — ----- iP; AMibomITemPWe Items v:: C1 31D PUBLICAPP Public App ja People & coatractars Gro 10 o 4 at Noti-Kawns J;o Pubk Access Setup FdttSecurfty Roles "*M 7"1 V.' G1Y0_uSER Role 10 2 ___ _ ------ ----- - --- - ---- Land Sdup ------ Role Cod* Elio -USER 0*Saiptiam end User 0 AM Cm" '4J Selected Criss -JaLk _j hale a fiaviL 4,n gars eta, A AM Tad. (--, S.Wc" Tasks ventV Role 54KW`Y Assl2m SecutitV Functions System Tables Office for PLL PLL admin users & organizations security roles example PLL Admin functions include- 10 Users & Organizations —Create new or update information for existing organizations. Create profiles for those that create case types and templates This includes management of group security settings for PLL functions. IS The system controls users' access to various functions via security roles. Security can define administrator privileges on the secur ty roles, limit those who can create specific permits types, and control who can update certain tasks. Users can also be designated as inspectors. • Template Setup —Create new and edit existing case templates, which include basic information, default settings, available controls, required items, categories, and map logic. By creating templates, you save the user from having to find and add these items to each new permit or license case individually. • Tasks & Inspections —Create new or edit existing task types, task results, task codes, task map layer conditions, workflow setup, discipline trade personnel inspector setup, inspector time block, inspector days off, and define time accounting codes and hearing types. 16 Checklist Setup Create checklists including status codes, status groups line items, and overall checklist setup, with the ability to ed.1, expire, or delete checklists. 0 Fees & Case Data —Create and organize case data specific to builders, owners, and others related to specific data groups, which can be used to calculate fees. New fees can be created, modified, expired, or deleted. A variety of fee types are supported, including flat, incremental, variable, linear, minimum, percentage, and custom. Deposits can be configured, alownq clients to make advance payments on a case while giving them flexibility to apply the deposit to var ous other fees. Sub -licenses can be created, approved, tracked, and expired. Each sub- &***** 72 1 P a g e 0% TIMMONS GROUP L—Al MAL M R NDROEX IMS nr�� rwwrw r�artlnt Software and Implementation Services for Community Development System City of Round Rock, TX license will ha�e an associated fee. Tender types defining payment options can be created, edited, expired, or deleted. • Additional Template Items —Tools to define and edit violation codes, instrument types, limiting conditions, flags, predefined co ments, projects, and business license types and categories. + People & Contractors —Organize and track people and contractors used in maintenance, contracting, land development,and more. This allows PLL users to quickly fill in people and contractor information associated to a case • Notifications—i onfiguration of automatic email notifications to people or contractors triggered by an event in the process workflow (status changes, task assignment task availability, task completion, and others). • Public Access Setup —Con figuration of the Public Access website, which includes: external users, home page, message boards, incomplete applications. and approved logins. • System Tools Configures the following. audit trace, accessing and editing system tables and fields, import to a table, system deports, feature console, case panel headings, user data favorite, expire cases by date or field value, license rfenewal or expiration, and general and public access preferences. • Land Setup M4nu--Contains the tools to configure the following land information: construction types, geographic areas, land for sequence controls, land object types, occupancy country, state, structural class, subdivision, uses, zip code , and zones. Customization Cityworks allows users to incorporate individualized reports, queries, map displays, and other web parts into their inboxes. This allows users to include peripherally -related data and information that are not core components of Cityworks but may be directly related to a ser's needs. w..M— VU lalan I CM unnew *Ad" "ANA00ho j J ID-1449.r a�w.- 1v�. hrP • w� •.a-n • y � . . , 4.7 7a.<!a �'.s 4 61A. . 1J." '% - ✓. t4a ~,Saw -V~ V.".. tRwt3.4 V.•ySM 1.aUV, w.« ! l.T wi.+tsc� u �� '.••c. .:.r Vrt N.W .• DAN I(A.M- s a1 t-.'Y.aa `s.'r" lea A+.�. ^'w'B^.av .a!•s �Ir-�` Kar ON" 2144 --wiv; . ci it ,...tt»•t n....-_ .... a.�.. . _ ,..�. ..w�rw �. vy+�7� .w r �vr '. n. »...... ,e a'1l CAN► NOAMM .1114 on." R i !a•ar� - • d i NntMA y..a...g.. �e . a•..: a{. r Office for PLL—Inbox example �11rit The Cityworks User Interface (UI) can be customized utilizing changes to XML or HTML files, and by incorporating stored procedures. Moreover, customization can be accomplished using Layout Manager UI rendering tools developed for Cityworks AMSIPLL. Users interact with the Layout Manager through specifically formatted XML files, Each time a page loads, Layout Manager reads the files and then interprets them to dynamically create the UI. Documentation and optional training classes are av ilable to help the users understand how to customize the UI. In addition, the Uls of Cityworks 15 4 compatible apps that are built outside of the platform can be customized utilizing Style. These currently i clude Respond, Storeroom, Operational Insights, Performance Budgeting and Style. other compatible apes will b customizable with Style as those new versions are released. Style is available to clients using the currently supported ap s for which Style can be applied. • TIMMONS GROUP YOUR VISION AC"IfYFO THROUGH ��1f ' L.Al 11L)1t /-% MD Software and Implementation Services for Community Development System MUWXK r"M City of Round Rock, TX 4 CAN*WS a*w 10 cam caw CMAD reorrst dPnc&r Of G~1 LAMM dw*Apm Ukt0ift4a Ta au P-G)OCS cDft C, umv eup%fts CWW Tag t. Tam Dow" ov kwh0*4 PW~ 941skedh"U014 .N" Acxooftd rMAdVWX%0rd*" Style —Respond, case object detail profile example J — Style offers an efficient way to create Ul profiles and apply them to specific users. Ul changes can include control label descriptions and visibility, collapsed panels, theme colors, imported layouts, and more. Keyword filtering helps navigate through the occurrences of the names of the controls, after which changes can be made. The control names can also be viewed within the application during the customization process. Interface with Other Systems Cityworks is built using open standards and technology; storing data in an open published format utilizing standard commercial SQL databases. such as Oracle and Microsoft SOL Server. The open -standards design of Cityworks is the key to developing applications and reports that enhance each individual system and interface with your critical business systems. These interfaces may be created in-house or by a third -party contractor working for your organization. Cityworks customers are free to use the Cityworks data structures to build interfaces to other databases, such as customer information systems, financial information systems, human resource management systems, fleet management systems, and other related business applications Several customer sites have even created their own applications to access their data Our licensing policy does not prohibit this in any way. We believe in and fully support "open systems" and "open standards." Application Programming Interfaces (APIs' ' 1, extend the Cityworks platform to third -party applications. These APIs expose specific functionality as well as data, allowing Cityworks to interact with other systems. APIs are licensed separately and require configuration. The Cityworks data model and structure is documented for internal or neutral th-rd-party consultant use. Azteca Systems requires the client acknowledge that copyright law protects the Cityworks data structures wherein the data is stored. However, the client is always the owner of data entered or stored in Cityworks or generated by Cityworks_ Accessto and utilization of the data n Cityworks is unencumbered for the client s internal usage for the following purposes. • Data conversion and data migration into or out of Cityworks • Internal application development for add-ons to Cityworks or for an application that is complementary to Cityworks, whereas the application is not a reverse engineering of Cityworks. • The development and maintenance interface from Cityworks to citizen web pages for information and service request systems. The licensee has access to the complete documentation of all Cityworks data structures. Clients may utilize the services of a third -party vendor to support Cityworks, for the above items. However, the third -party vendor cannot be a direct competitor of Azteca Systems and the third -party vendor must execute a Non -Disclosure Agreement with Azteca Systems. Azteca Systems has an extensive network of authorized implementation partners, each having an impressive track record of successful implementations and integrations, 74 P a q P. 00 #000 * 0 % TIMMONS GROUP IOWA VOIMIN ACHIFYFO T"Ptakirl" outs LAIIIV L /`% SOUP O ROCK MAS �. ft,� Poo" LAn Cityworks 15.6 S eci ication (Last updated: Gctobe 2020) Software and Implementation Services for Community Development System City of Round Rock, TX Cityworks Database Specificat ons for a Database (Intel) Server: Serve * • windows Server 2012 (64-bit) Windows Server 2012 R2 (64-bit) • Windows Server 2016 (64-bit) # windows Server 2019 (64-bit) i • 32 GB RAM (or better) • Current Intel Xeon,kvserver class processor 3.46 GHz (or better) * Database server assumes a machine hosting the organization's SDE geodafabase (supporting both editors and viewers) and Cityworks database (supporting users of Cityworks AMS.<`PLL) Please contact Cityworks with any questions. Server AMS-P L Specifications for a PC (Intel°) Client: Chet 2.0 GHz Intel Core@ processor (or better) • 2 GB RAM (or better) Windows 10 (32,64-bit) • Firefox* • Chrome* (There is a known issue in Storeroom with Chrome 46) • Microsoft Edge** *Because browsers update frequently and silently without user prompting, if an issue arises that is determined to be the result of a browser update, we will endeavor to address it as we would any other Issue of similar nature. **Microsoft announced upcoming changes to the Edge browser to support the Chromium rendering engine. Due to these changes, we have limited support for Microsoft Edge. AMS-PLL Application Specifications for an Application (lntel°) Server: Server • windows Server 2012 or 2012 R2, IIS 8.0f8.5 (-44 user) 0 windows Server 2016 (64-bit), IIS 10 Windows Server 2019 (64-bit), IIS 10 12 GB RAM (or better) • Current Intel Xeon@/server class processor 3.46 GHz (or better) Application consumes 1 GB of disk space (500 MB on system drive) NET 4.5 Framework Windows Server features (.NET Extensibility 4.5 only if using Windows Server 2012/R2) .NET 4.6.2 Framework installed on both application and GIS servers. Requires Crystal Reports Runtime 13.0,16--13.0.20. • .NET Framework 4.7.2 is required for the Cityworks application server as well as the GIS server if the Cityworks SCE is used. We do not provide disk space requirements because it is dependent on factors like the size and quantity of attachments and map images. AMS-PLL Applicatiori Specifications for an Application (Intel) Server: Server 0 Windows Server 2012 or 2012 R21 IIS 8.0/8.5 (-80 use } . windows Server 2016 (64-bit), IIS 10 i + windows Server 2019 (64-bit), IIS 10 • 24 GB RAM (or better) • Current Intel Xeon@/server class processor 3.46 GHz (or better) • Application consumes 1 GB of disk space (500 MB on system drive) • NET 4.5 Framework windows Server features (.NET Extensibility 4.5 only if using Windows Server 2012/R2) 7 5 1 P a g e .04000*� 0 i TIMMONS GROUP YAIIR VISION ACHIFVFD TMMOLION flit S LAl MAL M W,n©toolSoftware and Implementation Services for Community Development System City of Round Rock, TX « NET 4.6 2 Framework installed on both application and GIS servers Requires Crystal Reports Runtime 13 0.16-13 0.20 • NET Framework 4 7 2 is required for the Cityworks application server as well as the GIS server if the Cityworks SCE is used We do not provide disk space requirements because it is dependent on factors like the size and quantity of attachments and reap images Cityworks add-ons Cityworks Utilit es interface for pavement management • PAVER versions 5.3 7-6 5.7 Pavement Management 1 0 app • PAVER version 7.x Cityworks Utilit es interface for CCTV PACP vers ons 4 4 and 6 0 Supported Esri Esri Enterprise Platforms 10.3, 10.3.1, 10.4, 10.4.1. 10 5, 10.5.1, 10.61 10.6.1, 10.7, 10.7.1 Platforms and 10,8 Esri Workgroup Platforms. 10.3 10 3.1, 10.4 10 4 1. 10,5, 10.5 13 10.6, 10.6.11 10.7, 10.7.1, and 10.8 Supported RQBMS Oracle 11 g R1 Oracle 11g R2 Oracle 12c. Oracle 12c R1, SQL Server 2012, SQL Server Platforms 2014. SQL Server 2016, SQL Server 2017 and Oracle 12c R2 and Oracle 18c Supported RDBMS SQL Server Express 2012, SQL Server Express 2014. SQL Server Express 2016, and SQL Express Platforms Server Express 2017 Esri Platform Notes ArcGIS Enterprise 10.8 is supported with Cityworks 15,5 4 and newer. Feature Access via a map service requires the GIS data to be stored in an ArcSDE geodatabase—a file geodatabase is net sufficient here. To learn more about how Cityworks AMS/PLL provides comprehensive access to the geodatabase, contact Cityworks. 00.000 761Page 4 • TIMMONS GROUT' R" D ROM TL�� Software and Implementation Services for Community Development System City of Round Rock, TX PUBLIC FACING PORTAL — TIMMONS GROUP PLL PORTAL '. The Timmons Group P L Portal is a public facing portal for Cityworks that leverages Cityworks Server PLL, PLL Extended APIs, and is CUMOMiZE,d to meet the specific business needs of a locality. Successful implementation of the Public Portal as a core technology for Round Rock's Permitting, Licensing and Land use gives citizenc., the ability to apply for permits, pay fees, schedule inspections,etc- This capability includes the application of. manage ent of, and scheduling of permits utilizing a public facing website. Additionally, the portal plugs into numerous point of sale and payment management systems including PayPal and J abtPay. The PLL Portal is a map -based solution that offers two levels of access: Guest and Contractor. Guest access allows users to search for permits, view permit status, and make online., payments. In addition to these features, Contractor access allows licensed contractors to apply for trade permits and schedule itispections directly through buildlT. At several localities, we h ve integrated the portal to Hyland onBase's Electronic Plan Review thus allowing citizens and contractors to submit and track plan the plan review process through the portal. The functions listed below are standard "out of the box" features of the Timmons Group PLL Portal However, based on its extremely flexible desic n modifications and or enhancements can be readily added to the core product to meet diverse needs and requirements. A lows for seamless operations rernotel Pe Mits, Licensing, and Inspection workflows can seamlessly operate even if your local go ernment offices are closed or staff are working from home &!MR!M C n be implemented as cluickly as four weeks With nationwide contract vehicles in place to ease the procurement process, we have the ab lity to have this up and running in as quickly as four weeks 0 Provides an easy, user friendly-s stern Cit works PLL and the Timmons Group PLL Portal can provide an easy, user friendly system for your staff to manage permit applications, payment processing, document management, inspection scheduling and license renewals 10004 Pgvments can be processed remotel All ws for seamless integration of point -of -sale for citizens and internal staff igrates all communication to the web Mi rates all traditional counter -based communication and phone interactions to this web- ba ed tool �' 0 i0*f 771 P a g e 0 e TIMMONS GROUP L-Al IWIL /M% WUNOAX FEW Software and Implementation Services for Community Development System -PlD City of Round Rock, TX Searching 0 Search Permit by Case Number a Search Permit by Name 0 Search Permit by Location 0 Search Permit by Type Payments • Make a payment against your permit as soon as its accepted • Make payments against new fees assigned based on workflow actions Pr ir*ting 0 Print Crystal Reports 0 Limit printing based on locality's business rules Applying for Permits • Select your address from a map • Verify what case type you can apply for based on your business rules • Make case data required Scheduling 0 Schedule from a list of your available inspections 0 Leave comments for the inspector 0 Cancel or change inspection time 0 Build your own scheduling rules Account Creation, login and existing account check 2 1 Account Modification 3 1 View Permit Information 4 1 Schedule Inspection Request 5 1 Apply for a Permit The user can login to the Portal with a username and password. If the user does not have a username or password, they can create a new account. Guest Access does not require login credentials but limits functionality within the Portal. The user can modify account information: email, address, phone number, security question, security answer. The user can view permit information: location, people, tasks, inspection requests, fees, and payments. The user can schedule inspection request on inspections where they are the contact, are in an open milestone and available. The user can apply for a permit through the Portal. The user is given the option to apply for a child or standalone permit. A child permit will requ're a parent permit number to link. The user will be given the opportunity to submit the following information: a Case Type • Location • PeopleiContacts • Contractors Case Data - Attachments 78 1 Page • % TIMMONS GROUP --t is wi41.:94 ArMit-V1,14 I -4*n,JtK 71.014 L.Al I ILA /-% N"D ROCK TEXM Software and Implementation Services for Community Development System F%WW ftom City of Round Rock, TX 6 View Job Summ ry A crystal report defined by Client. The user will be given the option to pay permit fees with Paypal (out of 7 Permit Payment the box) Other payment can be easily _integ.rated. --systems The user will be given the option to print the application,,'permit Permit Applicati n and payment receipt 8 printing information. The user will be given the option to print a receipt after payment 9 Required Fields The user will be required to submit any case data items that are requ-red within the configuration of Cityworks PLL. The user w 11 be given the option to print 2 custom reports identified by 10 Print Reports the City The user can view open permits where they are a contact The user 11 Review open/In onlplete can view incomplete applications that they have started in the Portal but not yet configured but The user can access the portal as a Guest requiring no login 12 21 Guest User Access credentials- Portal functionality is limited. The user will be shown a disclaimer and are required to accept the td 13 Disclaimer disc aimer before they may submit a permit. The user can search for permit information by Permit Number, Name of Tt 14 Search peop e, contractor license nurnber, Permit location or permit type LC reate if --Avrrs* 0"I " 9 Search a lrvi�ttions M Admin (k 0 66 79 1 P a g e TIMMONS GRO P VOlin vol;'014 Ar"lFVF0 T*440ve'ri 00MA L R 1 11 IJ I l /`% r M tfXM eMrs" Wn Software and Implementation Services for Community Development System City of Round Rock, TX The following tables represent a traditional approach. Associated casts are with Timmons Group doing the traditional bulk of gprvir pq Ipariinri tha nrnEar_t ptr. it em,s (Traditional appLQach) C yworks PILL Implementation Scope It Cit works PLL Software License Cos. n/a Implementation Fees $ 191,310.00 Data Conversion $ 38,500.00 System Integrations $ 55,410.00 Hardware_(Hosting provided_ by Timmons Group via AWS, annual fee nla Training $ 21,640.00 On -site Go Live support $ 4,760.00 Ad -Hoc support 40 hours after Go -Live $ 6,400.00 Ex enseslTravel Costs $ 19,740.00 Total $ 337,490.00 Software cost initial cost, annual fee is $12,000 $ 35,000.00 Implementation $ 5,000.00 Total $ 40,000.00 Software costs for Year #1 will be due at the time of contract execution Costs will be billed on a monthly percent complete basis for professional implementation sere ces Fees wil! be due net 30 days. Ad -hoc professional services are optional, if requested these services will be provided at the fiat rate of $150 per hour for the duration of this contract. Timmons Group provides the fo lowing details to the cost tables presented above so that Round Rock can understand the crust Uui!uu I Mk"._ n P -Tyler MUMS integration $ 16,040.00 Faster integration $ 10,480.00 Appraisal District — develop & configure workflows $ 13,890.00 SharePoint integration T&M task with a Not to Exceed fee $15,000.00 Cit works PLL Project Management, Discover , Confi oration, Testing & UAT $ 191,310.00 Data Conversion $ 38,500.00 Training $ 21,640.00 On -site Go Live support $ 4,760.00 Ad -Hoc support 44 hours after Go -Live $ 6,400.00 Expenses/Travel Costs $ 19, 740.00 Total $ 3370490.00 .0"•+,s 801 P a g e 0 • TIMMONS GROUP YOUR V11640N ar"1110*10 TMNOUCA" CyUA'S LJII IIUII /'1 IIOIINDROOCfF)US Software and Implementation Services for Community Development System nrw w�a worn City of Round Rock, TX CASE STUDY: CITYWORKS PLL & TIMMONS GROUP PORTAL Here is a recent article, deta-ling the solution set of tools we are proposing to Round Rock that was recently implemented at Escondido CA by Tii(nmons Group Citizen -Focused Community Development INTEGRATING BEST OF -BREED SOLUTIONS TO UNLEASH THE FULL POTENTIAL OF CITYWORKS PLL Many of us today cone ct to the world through our mobile devices We can see what's happening at our front door even when we're not at ham With just a few screen taps, we can purchase goods that are delivered the next day. Countless apps and services pro ide us near real-time updates on everything from weather alerts and sports scores to our daily routines and interactiv hobbies. Understandably, peopl� also expect similar 4evels of service from their local governments The most effective way for a municipality to meet thjis demand is through an integrated enterprise solution that engages residents, shares and collects information, and supp arts collaboration across departments. The City of Escondido implemented one such solution for its business licensing division and is in the process of -mplementing it in other departments i Fueled by a strong economy, Escondido has experienced an influx of revitalization construction and new development. However, with roughly t,000 new permits each year and 10.500 existing business licenses on an annual renewal cycle, city staff were struggling t� keep up. For years, Escondido has used Cityworks AMS and Esn0s ArcGIS as an end -to -end solution for asset management, with CitySourced as their customer -facing service request and community engagement solution. The city needed a similarly integrated solution for land management, community development, business licensing, permitting, inspections, and more They also needed the s iution to be G S-centric. "Our philosophy is to iniplement technology solutions that address the end -to -end workflows and customer -to -staff processing that produce information for data -driven decisions by leadership,f' said Rob Van De Hey, Escondido's director of informat=on system. ENGAGING THE PLIBLI Ultimately, the city deci ed to expand their current system —keeping ArcGIS as the foundation and using Cityworks AMS and PLL for work management and data tracking One of Escond do's primary goals was to improve the efficiency of their customer interactions. To achieve this, they implemented Timmons Group PLL Portal, a public -facing portal that leverages Cityworks PLL and extended APIs and can be customized to meet an organization's specific business needs. The integrated er terpri�e system will ultimately allow for seamless communication across several different divisions operations and maintenance, engineering, facilities, fire, planning, code enforcement, permitting, plan review, and business Licensing. It also puts the power cf data entry and communication into the hands —and dig tal devices ---of the public. Instead of calling or physically traveling to a city office, customers will be able to use the Timmons Group PLL Portal to submit applications, upload an download documents and plans, apply and renew business licenses, schedule appointments, and make payments. The city expects to see an increase in compliance as a result of the easy -to -use customer portal. "In the seven months since we launched the new platform, we've seen a 30 percent adoption rate among our customers," said Van De Hey "The Oata collected from the new system is already leading to increased efficiency, and it's driving other improvements across tj a organization." •+*••* 811Page % TIMMONS GROUP L—At MA L rt Software and Implementation Services for Community Development System � L� City of Round Rock, TX STREAMLINING WORKFLOWS The integrated solution will also incorporate an integration to Blue Beam for electronic plan review and document management. Once the plans are received by the city, the Cityworks PLL workflow tracks the plan review process as multiple departments and reviewers work collaboratively on a single electronic version of the plan sets. Comments, status changes, and notifications will be provided to the customer either through comments on the plans themselves or through standardized electronic comm unications--emails, text messages, Timmons Group PLL Portal updates, and CitySourced app notifications. The collaborative workflow will drastically reduce plan review times. It will also eliminate confusion caused by multiple plan sets and will help keep applicants informed on the status of their project IMPROVING ACCESS Because the integrated solution is built on the foundation of ArcGIS, city staff will be able to make fact -based decisions much more quickly and effectively. For example, city code requires that establishments applying for a liquor license be at least 1,000 feet away from any school. Thanks to GIS data, validating this requirement on a new application would take just seconds. City staff will also benefit from mobile functionality available in Cityworks Respond 2.0 and the Cityworks mobile native apps. "'We wanted to give our employees effective tools for doing work when and where they need to,"' explained Van De Hey. "our field staff will be able to spend 20 to 30 percent more time out in the field completing inspections, working code enforcement cases, and interacting with customers electronically. We've already been able to handle higher workload volumes with existing staffing levels thanks to the efficiencies of the integrated system." Together, each of these best -of -breed solutions helps Escondido enhance its levels of service, increase efficiencies, and improve communication. By putting the right technologies into the hands of their employees and residents, the City of Escondido is connecting people and processes to build a vibrant, growing community. Lou Garcia is a Principal at Timmons Group. Contact him at loins garcia@timmons.com .•'��•,� 821Page TIMMONS GROUP YOUR VISION &r$41FYF0 iNROUGN OURS This Page is too large to OCR