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TO: Mayor Richard C. Irvin
FROM: Shanita Thompson, Director of IT Operations
DATE: 2/2/2017
SUBJECT:
Resolution authorizing the acquisition of TrakIt and Bluebeam, the Development Services application solutions from Superion, LLC.
PURPOSE:
The purpose of buying this service is to provide the foundation for Development Services' new software package TRAKiT, and Bluebeam, which is the electronic submittal and plan review software for a total cost amount of $531,730.20.
BACKGROUND:
Superion, LLC (formerly Sungard Public Sector) has been our ERP solution for over 20 years. The ERP system is the software that provides access to all City core services including, but not limited to, financials, utility billing, planning, permitting, credit card processing, and code enforcement. We will be hosting TrakiT on our ERP's ASP cloud solution that is provided by Superion. This request is for the purchase of the TrakiT and Bluebeam software licenses and the professional services to implement them only. Superion had submitted a 5 year locked in price quote in the amount of $354,876 for maintenance of all of the Superion software packages, which included TrakiT passed previously per resolution R17-401.
DISCUSSION:
Superion TRAKiT Land Management Software will enable the City of Aurora to tackle challenges posed by complex and ever-evolving community development needs. From automating the permit and payment process and managing inspections, to regulating land use and tracking projects, TRAKiT offers a customizable solution to integrate and make transparent all the critical elements of land use, planning and administration.
Designed to streamline the workload and synchronize activity across all City departments and outside operations, all the TRAKiT system tools are tightly linked to the Geographical Information System (GIS)-centric database. Using a single screen, users gain easy access to all system areas for creating, issuing and tracking activity directly from the parcel fabric. An intuitive information-tree format anticipates users’ needs to help identify and monitor current activity and its impact on future operations.
In June 2014, City staff reviewed the Tyler SaaS Enterprise Resource Planning solution (see attachment Tyler Technologies_Proposal_CityofAurora 06302014) estimated at a total cost of $10 million over 5 years. In comparison to the planned TRAKiT solution (reviewed and selected in Nov 2017) which meets full requirements, the City of Aurora will gain operational efficiencies, cost savings through software, hardware, professional and consulting services.
In addition, Bluebeam the electronic submittal and plan review software for development processing divisions will include software and training. Bluebeam will improve speed and customer service for development projects. Vendor claims 60% faster permits, significant savings on paper and printing costs, and remote access to plans from inspectors through their laptops
The cost breakdown is as follows:
Purchase of TRAKiT and Bluebeam software licenses - $242,640.20
Professional Services - $289,090.00
All items have been budgeted in the 2018 Information Technology account 101-1380-419.64-10.
IMPACT STATEMENT:
Lack of improvements in our transparencies and processes will continue to put a further strain on our constituency trust. Also, a lack of noticeable improvements will hinder our abilities to shed negative development reputations in the most direct and transparent manner to our constituencies.
RECOMMENDATIONS:
It is recommended that the proposed resolution be approved.
cc: Alderman O’Connor, Chairman
Alderman Mesiacos
Alderman Bugg
Alderman Mervine, Alternate
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution authorizing the acquisition of TrakIt and Bluebeam, the Development Services application solutions from Superion, LLC.
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WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, Superion, LLC (formerly Sungard Public Sector) has been our ERP solution for over 20 years, and
WHEREAS, the ERP system is the software that provides access to all City core services including, but not limited to, financials, utility billing, planning, permitting, credit card processing, and code enforcement, and
WHEREAS, the Development Services' software will streamline the development process and licensing for contractors and apartments, and
WHEREAS, the electronic applications will improve service to homeowners and zoning applications that some communities do over the counter, and
WHEREAS, the total cost to purchase TrakiT and Bluebeam software licenses and professional services has a total of $531,730.20, and
WHEREAS, the monies to be used for this purchase has been budgeted in the Information Technology's 2018 budget in account 101-1380-419.64-10, and
WHEREAS, in accordance with City of Aurora Code of Ordinances, Section 2-335 (a) (3), the product or service desired is only provided by one (1) source;
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: the acquisition of TrakIt and Bluebeam software licenses the Development Services application solutions from Superion, LLC is hereby authorized, and the Purchasing Director is authorized to issue the necessary orders to implement purchase of the same.