HomeMy WebLinkAboutContracts & Agreements_239-2025FIRST AMENDMENT TO AGREEMENT TO PERFORM PROFESSIONAL SERVICES
This first amendment ("First Amendment") to the agreement for professional services
("Agreement"), dated May 20, 2025, by and between the City of Redlands, a municipal corporation
and a general law city ("City"), and NewEdge Services, LLC, a Texas limited liability company
("Consultant"), is made and entered into this 16a' day of December, 2025.
RECITALS
WHEREAS, the City and Consultant entered into the Agreement on May 20, 2025 for the
provision of Cityworks consulting services, including software integration between Cityworks
Server PLL and Tyler Munis ERP, upgrade of Cityworks to Version 23, and consolidation of
server instances; and
WHEREAS, the Agreement provided an option to extend the scope of services for future
related work following the completion of Consultant's assessment of the City's business
processes and technical configurations; and
WHEREAS, Consultant has completed the initial Business Process Review and related
technical tasks, identifying additional configuration, workflow, and integration needs to fully
implement the City's goals for a unified Cityworks environment and integration with the Tyler
Munis system; and
WHEREAS, the City now desires to amend the Agreement to authorize Consultant to
perform the additional professional services described herein, consistent with the findings and
recommendations of the Business Process Review, and to increase the not -to -exceed
compensation accordingly;
NOW, THEREFORE, in consideration of the mutual covenants contained herein and for
other good and valuable consideration, the sufficiency of which is hereby acknowledged, the
parties agree as follows:
AGREEMENT
Section 1. Article 5 ("Payments to Consultant") subsection 5.1 of the Agreement, is
hereby amended to read as follows:
"5.1 Compensation: The compensation for Consultant's performance of the Services shall
not exceed the amount of Two Hundred Two Thousand Two Hundred dollars ($202,200) for the
Services provided during the Initial Term. Notwithstanding the expiration of the Initial Term, any
unexpended balance of the Initial Term compensation amount may be applied during the first
Extended Term, provided such amounts constitute remaining project implementation costs
required to fulfill the scope of work and which could not reasonably be completed within the Initial
Term. Should this Agreement be extended, the compensation for Consultant's performance for the
Services shall not exceed the amount of Three Thousand Dollars ($3,000) for each of the four (4)
Extended Terms, bringing the total possible amount of compensation to a not -to -exceed amount
Bcmo\Agreements\1 sl Amendment to Agreement NewEdge Services LLC.FY2025-085. 12.02.25.docx.bm
of Two Hundred Fourteen Thousand Two Hundred Dollars ($214,200). For the Initial Term and
each Extended Term, City shall pay Consultant on a time and materials basis up to the not to not -
to -exceed amount in accordance with the rates specified in Exhibit `B," titled "Cost Summary and
Rates," which is attached hereto and incorporated herein by this reference.
Section 2. Exhibit "A'° of the agreement, entitled "Scope of Services," is hereby
replaced in its entirety by a new Exhibit "A," attached hereto as Attachment " 1 " and incorporated
by this reference.
Section 3. Exhibit "B" of the agreement, entitled "Cost Summary and Rates," is hereby
replaced in its entirety by a new Exhibit "B," attached hereto as Attachment "2" and incorporated
by this reference.
Section 4. All other provisions of the Agreement shall remain unchanged by this First
Amendment and in effect.
IN WITNESS WHEREOF, the parties have executed this First Amendment, to be effective
as of December 16, 2025.
CITY OF REL S
Mario Saucedo, Mayor
ATTEST:
e Donaldson, City Clerk
NEWEDGE SERVICES, LLC
a"Chiefting Officer
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ATTACHMENT "I"
EXHIBIT "A"
SCOPE OF SERVICES
PHASE 1:
Item Description
1.0 Cityworks Application Business Process Review
The NewEdge team understands the City of Redlands is looking for a qualified, experienced
Trimble Business Partner to evaluate the current Cityworks environment.
The NewEdge team understands the client desires a consultant that will work closely with
personnel to understand the present and future goals for the use of the Cityworks software and
recommend how to remedy the deficiencies in the current system and provide a roadmap of the
Cityworks software. This health check does not include the implementation of new divisions or
departments.
Tasks / Deliverables for the NewEdge Health Check include the following:
• Kickoff Meeting
• NewEdge Virtual Process Review Workshop
o Review of the current Cityworks database configuration and user interface,
o Review of the GIS data and how it is configured to work with the Cityworks
software
o Review of business processes and workflows within the divisions currently
using Cityworks
o Review of the Cityworks database to ensure those processes are configured
correctly.
• Assessment report that will include recommendations for database configuration
changes, workflow processes, field deployment, training and reporting needs and will
include cost estimates for these tasks.
• Delivery of assessment report - NewEdge staff will meet with each division
interviewed in the workshops and provide an overview of the assessment report.
NewEdge has met with the City of Redlands staff and understands there are key functions that
they would like NewEdge to take into account while performing the review. These include:
• Primary Target of preparing Cityworks PLL to accept on-line payments via Invoice
Cloud. NewEdge will work with the City and Invoice Cloud to understand how the
integration is being configured and implemented.
• There are currently 2 instances of Cityworks configured at the City, one for Fire (AMS
for inspections) and one for Development Services (PLL). City staff would like to look at
consolidating these into I instance.
• Issues with ProjectDox and the webhooks used to integrate ProjectDox with Cityworks
From the kickoff meeting to delivery of the Assessment Report, the project should take
approximately 6 weeks months. The NewEdge project manager will generate a more detailed
schedule upon receiving a notice to proceed.
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1.1 Upgrade of the Cityworks Software to Version 23.x
NewEdge staff will perform an upgrade of the client's Cityworks software to Version 23.x.
NewEdge understands the City is currently running two instances of the Cityworks software that
will be migrated into one instance under this task. Fire uses Cityworks Server AMS for Fire
Inspections and while Development Services uses Cityworks Server PEE for permitting. Both
instances are in separate application environments and different versions of the software. The goal
of this task will be to combine the two instances into one Cityworks database environment and
upgrade to the current version of Cityworks 23.x. All users will remain in the Office Companion
environment. This project will consist of the following tasks:
• Kickoff Meeting via conference call
• Upgrade of Cityworks Server AMS in the current environment.
• Upgrade of the Cityworks test PEE environment
• Migration of the Cityworks Server AMS data into the PLL environment in test
• Upgrade of the Cityworks production environment.
NewEdge staff will remote desktop or VPN into the Cityworks test environment to upgrade the
Cityworks software to the new version. Client staff will have 30 days for testing the upgraded
application.
Once thoroughly tested in the test environment, NewEdge staff will upgrade the production
environment. The upgrade will need to occur off -hours and preferably over a weekend so as not to
disrupt the use of Cityworks. NewEdge staff will be available the following day of the upgrade to
support any issues.
Third party integrations, such as Citizen Engagement, CCTV or custom integrations with
financial or human resources software, will be thoroughly tested by the client.
For all tasks IT and Database staff should be available to address questions and assist with
network/communication issues if they should arise.
Cityworks 23 is a new platform for the Cityworks software. Due to differences in the application
frameworks, Office and Respond, an upgrade to Cityworks 23 will require users to run two
different sites. Clients using only Office, now called Office Companion, or Respond will see no
differences in their use of Cityworks. For clients using Office and Respond, users will have to log
in and out of each application to access the interface.
Running Crystal Reports can only occur in the Office Companion environment. Respond only
users with Crystal Templates will need to either migrate those reports to the report writer in
Respond, ActiveReports, or switch between the two interfaces to run Crystal reports.
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2.0 Munis Integration for Payments Received through Cityworks PLL
Identified Integrations between Cityworks and Third -Party Software
• Munis and Cityworks Server PLL Integration
Fees received through PLL would be automatically pushed to the appropriate GL
accounts in the Munis financial software.
Costs identified in this section are for the Discovery and Requirements phase only. This is an
upfront cost that will be billed upon receiving the notice to proceed. NewEdge will then start
working with both the client and the third party software to identify integration methods (database
to database, API, etc) and start documenting the client requirements for the integration.
See section below for more details on the NewEdge methodology, schedule and costs for the
Third Party Integration Services.
Goal / Purpose of Integrations:
The goal of NewEdge integration services between Cityworks and third -party applications is to
eliminate the manual or paper processes that occur when a trigger or work process occurs in one
application and requires action to be taken in another application. Example being money/fees
collected through the PLL software are either delivered to finance in a report or csv file. This
report and/or the csv file must be reviewed and then the information is either entered manually or
imported from the csv file.
k
Workflow:
The general workflow for such communication between software systems is that data is entered
into one system then printed, emailed or a phone call occurs to initiate the work. Work performed
is recorded in Cityworks fees either received through the PLL Public Access module
(InvoiceCloud) or entered into PLL and then manually documented on printouts delivered to
finance.
Integrations relieve the paper delivery/pick-up and the dual entry by departmental or division
personnel. The workflow for most integrations with a 3rd party software and Cityworks can be
streamlined to the following:
Deliverables for Each Integration
❑ Discovery / Requirements Phase
❑ Web Service to run Cityworks APIs
11 Windows Service
❑ Tables in the Cityworks database (if required)
❑ Trigger on Cityworks database table (would be used for instantaneous push/pull of
data)
❑ Program for cleanup should issues occur (can also run as a scheduled task)
The Discovery / Requirements Phase will be an opportunity to evaluate the methodology for the
requested integration(s). This is the time that NewEdge staff will work with the 3rd party software
to determine:
• Does the 3rd party have established APIs or will they be developing them during the
project
• Can the 3rd party provide documentation on their APIs
• If no APIs — what will be the integration methodology such as database to database
triggers or export/import operations.
• Does the 3rd party software have developers available to NewEdge staff and what will
that cost be to the client
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Once the methodology of the integration is established, NewEdge staff will conduct a requirement
meeting with the client to review the data that will be pushed and pulled between the two systems.
Schedule:
Upon receiving a notice to proceed, NewEdge staff will work with client staff to contact the 3rd
party software vendor and begin discussions on integration methodology. Once this is complete,
NewEdge can then schedule the requirements meeting with client staff.
Once requirements are signed off by the client, the project duration will be approximately 4
months with the following milestones:
• Installation of the integration on the client's test environment / client testing
• Installation of the integration on the client's production environment. Could be
contingent upon the go -live of the 3rd party software
• Final acceptance
Schedule and availability of 3rd party resources could extend the timeline.
PHASE 2:
1.0 Reconfigure Fees and Application Data
Currently, the City has fees configured using database triggers and lookup tables that are not
supported by'rrimble support. Fees must be reassessed and configured to use the built-in
capabilities within the Cityworks PLL platform. Consultant understands the city has passed a new
fee schedule that will be incorporated in place of the current database triggers. The fees are based
on application data provided by applicant and controlled by City staff. To achieve a streamlined
fee process the application information (also known as case data) must also be reconfigured. It is
assumed that all fees using the database trigger will be migrated first to facilitate an upgrade.
After this trigger is disabled, the remaining fees and application data for Permitting will be
addressed and configured where appropriate. Engineering, Fire and Planning to follow in order of
importance to the City. The case data should be structured for the public to complete instead of
office staff.
Implementation Options
1. Consultant trains City staff how to configure fees— 4 Hours (1 hour training with 3 hours
of support)
2. Consultant completes the configurations — 40 hours
a. Consultant will need to conduct interviews with the staff currently using Cityworks
to complete the configurations (6 hours of meetings, 34 hours of configurations)
b. Fee Triggers that are using the helper tables will be attended to first ([Azteca].
[AAABuildingFeesNewTotals],[dboj.[AAABuildingFeesDeptPercentage],
[dbo].[AAABuildingFeesPCvinspPercent], and [Azteca].[AAABuildingFees).
1.0a Upgrade Cityworks test to 23.x (included - no additional cost)
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There are improvements within the Cityworks 23.x release. The main tasks would include
Consultant completing the Cityworks site upgrade and performing basic functionality testing. The
City would follow to test the current configurations and reports still work as expected. The City
IT Department are actively working on deploying new servers for the installation. Once servers
are organized, Consultant will complete the installation.
Implementation
1. Consultant completes upgrade on Cityworks test— included with current scope
2. City conducts testing — 16 hours
2.0 ProjectDox
ProjectDox workflows have already been established. During the interviews, Consultant
determined the issue could reside with some of the webhooks API calls and task configurations
between the two systems. A deeper understanding of the current configuration and potentially
small configuration changes in either software may be required. Consultant will set up a meeting
with Avolve staff to discuss options and current workflows to address the errors.
It is understood that the City would like to implement ProjectDox for all Cityworks templates that
require reviews. Once the current permitting process is resolved, discussions surrounding
planning, engineering and fire can begin.
Implementation
1. Consultant schedules meeting(s) with Avolve and updates API calls —2 hours
a. This does not include any changes to current workflows. Tweaks can be addressed
with support contract
2. The City conducts testing for permitting — 4 hours
3. Consultant leads discussions with other divisions for additional ProjectDox integrations. —
5 hours
a. Depending on workflows, an hour estimate will be provided after. In addition, this
will require a change order from Avolve.
2.0.a Move Fire Inspections to Main Cityworks Site (included — no additional cost)
The City has two Cityworks sites, one for Fire Inspections and one for all other activities.
Consultant will move the Fire Inspection configurations and all related data from the Fire
Inspection database to the core Cityworks database. Once thoroughly tested, the data will be
moved, and Fire will begin daily activities in one site rather than two.
Implementation
1. Consultant creates migration scripts in Cityworks Test environment. — included with
current scope
2. The City Fire tests migration — 4 hours
3. Consultant moves to production — included with current scope
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3.0 Permitting, Fire, Engineering Workflow Reconfiguration
With so many moving parts surrounding the end goal of getting the City taking payments online
in Cityworks 23.x, many workflow changes need to be addressed. To prepare for the ProjectDox
integration, the review process may need to be adjusted to keep communication between the two
software platforms running smoothly. Furthermore, with online payments, applicants and
contractors can be notified that fees have been assessed instead of the fees being exposed during
the intake process. This will require each template to be configured to change the status of the
permits during the review to ask for fees to be paid. Each template can also be configured to
automate the status to change when payments are made in full. Cityworks can also provide
feedback to the office staff that the permit cannot move to the next status without payments in
full. There was a consistent theme during the interviews with all the departments and divisions
that staff were frequently manually adjusting the workflows. Cityworks tasks should be set to fit
the rules of the process rather than manually adjusting. In addition, the divisions are completing
different processes for in -office payments and invoicing. Some groups are essentially tricking
Cityworks to print invoices and receipts. Consultant recommends consolidating these processes
with report changes.
Implementation
1. Consultant conducts interviews with permitting staff to identify ways to streamline
workflows, specifically surrounding reviews and fees for online payments. — 8 hours.
1. Consultant will create basic inboxes for Cityworks Office users. The City Cityworks
Administrators will be able to share the inboxes to users as needed. — 8 hours
4.0 GIS Improvements
Currently production Cityworks is pointed to old ArcServer REST endpoints. Consultant
recommends using the production GIS rest endpoint for the OneStop map. This may require some
configuration of the asset groups and asset alias. Consultant also recommends updating Cityworks
configurations to include the accurate geocoder that includes units.
Implementation
1. Consultant configures the new service and completes testing on assets with the City
Cityworks Administration staff. — 2 hours
4.0.a Single Sign On
The City utilizes ESRI Enterprise Portal. A general discussion topic during our interviews was
moving the City to a Single Sign On (SSO) using the portal with organizations and groups to
control permissions. It is understood that the City Uses Microsoft Entra ID and will be able to
have the portal configured to accept the logins sometime in late 2025.
Implementation
1. It is assumed that the City will handle the Entra ID setup within ArcGIS Portal.
Consultant is available to assist using support hours as needed.
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2. Cityworks GIS services will need to be updated to utilize the OAuth option with the new
Portal rather than being open to the public. Consultant assumes permissions will be in
place to make the transition before upgrading Cityworks Production utilizing the new SSO
method.
5.0 Utilize Equipment, Labor, and Materials for cost tracking
Cityworks AMS is an asset management system assigning cost to field assets during work. The
City elected to not implement this important feature during the original configurations. It is
Consultant's suggestion to begin configuring and implementing these items to provide better
insight on the cost of operations within the City. There are some decisions that will need to be
vetted by upper management and an in-depth exploration of how the warehouse could be
managed.
Implementation
1. Consultant to conduct meetings to determine the number of needed storerooms and
provide insight on best management practices for Equipment, Labor, and Materials. — 4
hours
2. Consultant configures warehouses — 4 — 50 hours depending on requirements.
3. The City will need to do a full inventory counts — time depends on quantity of widgets
4. Training staff— completed by Consultant or the City. This can be rolled into other training
tasks to be completed all at once
6.0 AMS Custom Fields
The interviews with staff using AMS gleamed very little information is being collected. Not
only is cost or assets being attached, but the current Service Request to Work Order process is
not the best practice. Data is being tracked with spreadsheets and on paper. Identifying what
data needs to be collected for each work order can allow for easy access for reporting. Further
interviews with the divisions are required to optimize Cityworks for condition assessment and
budgeting.
Implementation
1. Division interviews to determine metrics for each work activity — 8 hours
2. Configuration of metrics and dashboards — 8 hours
7.0 Cityworks Permissions
The City has implemented some security groups but has not enforced policies surrounding who
can access features within the platform. Consultant does not recommend users being tied down to
a finite level of detail as it creates issues as they maneuver through the platform, but some
features, such as payments (deleting and waiving fees) and GIS data editing are imperative for
auditing purposes.
Implementation
1. Consultant conducts virtual meetings to discuss permission requirements and
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1. completes configurations. — 12 hours
8.0 811 Integration
In the past, the City had utilized DigTest as an 811 integration. There are a couple of Trimble
Business Partners that Consultant recommends to automate 811 requests to Cityworks. If the city
prefers, Consultant can investigate level of effort to complete an integration to avoid relying on a
business partner that would be hosted by a 3rd party.
Implementation
1. Option 1 - Consultant introduces the City and Business Partner(s)
2. Option 2 - Consultant completes a discovery phase for California 811 integration.
Typically, Consultant charges $8,000 for all discovery phases and will provide a quote for
the integration. If the integration can be completed within the discovery PO without
further cost, Consultant will program the integration with no additional cost.
9.0 Permitting Notifications
Currently notifications are not being sent out to applicants or contractors for any PLL permits or
cases. Consultant recommends determining what types of notifications should be sent and what
information to include. These can be simple, or complex depending on task type or results and
can entail a considerable amount of time.
Implementation
1. Consultant conducts meetings with divisions to determine if notification could help
communication between the City and applicants/contractors. Depending on complexity,
Consultant could train Admin staff to complete set up of the notifications or configure
them as necessary. — 2 — 40 hours depending on number and difficulty
10.0 Public Access
The City has 9 applications on the Public Portal for submission. Once fees, application data,
payments and ProjectDox items have been addressed, Consultant recommends moving additional
templates to the public portal. There are many options within the 23.x release that are not within
the 15.x version.
The City can optionally deploy one division or template at a time or do all of them together. The
more applications that are available online, the less paper manual entry on office staff. There
could be workflow considerations that need to be addressed for each template, such as when the
fees are due and appear within the portal for payment. Depending on how streamlined the City
elects to implement with ProjectDox reviews, this could be addressed beforehand. There is one
help document about Public Access that may need a couple of screenshots updated, but if guided
access is implemented for each permit type, it may not be necessary. Inspection scheduling can be
explored during this task.
Implementation
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Considerations depend on if all workflow items have been addressed with ProjectDox.
Assuming they are complete, configurations for what items appear, guided access for each
template will be addressed.
a. Option 1 — Consultant completes all items related to moving a template to Public
Access — 1 hour per template
b. Option 2 — Consultant trains staff to complete the configuration — 2 hour training
c. Option 3 — If inspection scheduling is desired. Additional configuration will be
required - 8 hours
11.0 Cityworks Workflow for Planning and Zoning
During interviews with Planning and Zoning, it was determined that this division is only using
Cityworks for project numbers and status changes. Consultant recommends additional meetings
with this division to determine if this is how they want to continue using Cityworks. There was
interest in utilizing the Public Portal for applications and payments, therefore Consultant would
recommend using Cityworks to track timelines and meetings in addition to status. This
information is also used by Code Enforcement and more detail could be helpful for both
departments.
Implementation
1. Consultant conducts discovery of options and the return on investment to complete this
task — 4 hours. An hourly estimate will be provided after interviews.
12.0 Style Profiles
Upgrading Cityworks allows for customizing the user interface to exclude items not needed for
daily use. Style is used to customize the Cityworks data entry screens to make it easier to read
and/or understand. A Style profile can be configured per function, division, job title or user
individually depending on need. Consultant recommends developing profiles to streamline data
entry and only display necessary information. There are also options to force users to enter
data in the correct fields and require them for certain actions. For instance, when a work
order is set to 'field complete', Cityworks can verify data fields are completed and give the user
an error or warning. A possible configuration is to require a GIS asset on certain Work Order
templates or malting the custom fields required to close.
Implementation
1. Option — conduct meetings with each division to determine requirements and train City
staff to configure profiles— 8 hours
2. Option — Consultant completes meeting and configurations — 16 hours
13.0 Training
In Cityworks 23.x, the `Office Companion' is still available to be used. However, Consultant and
Trimble recommends all users move to Respond. All new features and functionality are only
within the Respond platform. This requires all users in the City to be trained on the new user
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interface. The intent is to conduct training after all new workflows and configurations have been
accomplished from tasks above.
Implementation
1. Consultant conducts onsite user training — 1 week (4 days for users, 1 day for Admin)
14.0 Crystal Reports to ActiveReports
Cityworks 23.x no longer uses Crystal Reports. All reports must be converted to ActiveReports.
Implementation
1. Consultant trains City staff to use ActiveReports and the city creates new reports. 8 hours
2. Consultant recreates all Crystal Reports to ActiveReports. Estimated 2 hours per report for
print templates (highest priority). General reports within the Reports menu will be
evaluated per report for an hourly estimate.
B.12 Upgrade Cityworks Production (included — no additional cost)
The overall goal of this project is to upgrade Cityworks to 23.x. While this could be included in
the immediate actions, there are some factors to consider that would impact the future of
Cityworks in the City. Office mode is still available in 23.x but is a separate website to
Cityworks with other functions (Respond, Admin, Style, Storeroom, OpX). To take advantage
of all the features in 23.x Consultant recommends keeping your current Cityworks site as the
new app site and creating a new Office Companion site. This requires anyone who wants to
use the Office platform will change to a new website i 1RL. All others will use the existing
upgraded site URL. Since office is not available here, all users would need to be trained in
Respond and any Crystal Reports moved to Active Reports. Respond dashboards will also be
implemented. This is why this task is within intermediate due to the extreme amount of time
and staff training that needs to take place.
Implementation
1. Consultant completes upgrade of Cityworks and Public Access and new install of Office
Companion. — included within current scope of work. This would occur directly after
training.
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ATTACHMENT "2"
EXHIBIT "B"
COST SUMMARY AND RATES
Phase 1:
For all integrations there is an up -front cost for the Discovery/Requirements phase. After the requirements
are complete, the client will receive a revised cost for the coding and installation of the integration.
NewEdge will continue to support the integration for 1 year after the install and go -live of the integration.
Following the initial year, the integration will have a yearly maintenance cost to account for:
• Issues that arise with the integration
• Updates/Upgrades to the Cityworks application
• Support for third -party upgrades / modifications
Note — NewEdge staff will support third -party application staff if changes are made to the software,
however, NewEdge staff will not make modifications to the third -party software or API code.
• Changes / modifications to the data passed between the two systems
Payment Schedule
Discovery / Requirements Phase —
$8,000.00
billed when NTP received
Revised integration costs approved
Requirements approved; Coding begins
33% of integration costs
Installation on Test Environment
60% of integration costs
Installation on Production Environment
90% of integration costs
Final Acceptance
100% of integration costs
Maintenance / Continued Support
Billed Yearly from Go -Live
Integration Estimates
Integration Integration Cost Maintenance
Description Type
Munis Integration for One -Way $15,000.00 $3,000.00
Permitting Fees integration
"Costs will be further refined after Discovery / Requirements phase.
Cityworks Hourly Support Services
NewEdge Services, LLC will provide the City Redlands IT staff advisory service hours related to
Cityworks and GIS initiatives. These hours can be used remotely, or the City can request NewEdge staff
to be on -site. Tasks can include but are not limited to:
• Configurations
Changing Cityworks and / or GIS configurations based on assessment meetings,
advising staff on configuration options and best practices.
• Reporting
Generate or complete reports in the Crystal Reports software
• General Consulting Services
NewEdge will address user questions and hours can be used for additional training.
Prior to work commencing, tasks must be requested and approved by Richardson IT. Any work performed
under this Agreement will be itemized on the invoice(s) provided to Richardson and billed at the hourly
rates listed below:
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Title
Rate
GIS Intern
$80/hour
GIS Technician
$110/hour
GIS/Cityworks Specialist
$130/hour
Senior GIS/Cityworks
$165/hour
Specialist
Database
$165/hour
Administrator/System Admin
Developer
$165/hour
Project Manager
$200/hour
Immediate Tasks
Cityworks Application Business
Review
Upgrade of Cityworks Software to
23.x
Billing of Hourly Support Hours
Primary task will be to set up PA
to accept on-line payments
Integration between Munis and
PLL
Discovery and Requirements
Phase
Integration between Munis and
PLL
Coding and Installation Phase
Total Estimated Immediate Costs:
Phase 2:
Estimated Time of Billing
Costs
50% upon receiving NTP
$8,100.00
50% delivery of report
Task will start after delivery of
$16,200.00
Business Review Report
50% at Kickoff Meeting
50% upgrade of production
Billed to the client on a monthly
TBD
basis
100% Billed when receive NTP $8,000.00
10% billed at Kickoff Estimated:
50% install on test $15,000.00
90% install on production
100% integration final
$47,300.00
Plus hourly support hours
1.0 Reconfigure Fees and Application Data
Consultant Services, LLC (Consultant) will assess and reconfigure fees with
application data to use out of the box tools within Cityworks for all
applications.
$8,000.00
2.0 ProjectDox Integration Streamlining
Consultant and Avolve will coordinate to streamline the integration for
project reviews above and beyond the current integration scope.
$3,000.00
3.0 Permitting, Fire, Engineering Workflow Reconfiguration
Consultant conducts interviews with permitting staff to identify ways to
streamline workflows, specifically surrounding reviews and fees for online
payments. Consultant estimates 80 hours to complete the requested
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changes.
$16,000.00
4.0 GIS Improvements
Consultant recommends using the OneStop map and implementing Single
Sign On in ArcGIS Portal. Consultant assumes City will update the
map and geocode services along with the EntraID information with
support as needed.
$2,000.00
5.0 Utilize Equipment, Labor, and Materials for cost tracking
Consultant will work with City staff to determine cost assignments for
tracking and implement the Warehouse app for Cityworks for material
inventory.
$12,000.00
6.0 AMS Custom Fields
Division interviews to determine metrics for each work activity with
configurations to collect custom data. Dashboards and metric for staff as
needed will be completed.
$3,200.00
7.0 Cityworks Permissions
Consultant conducts virtual meetings to discuss permission requirements
and completes configurations.
$2,400.00
8.0 811Integration
Consultant completes a discovery phase for California 811 integration. If
the integration can be completed within the discovery PO without further
cost, Consultant will program the integration with no additional cost.
$8,000.00
9.0 Permitting Notifications
Consultant conducts meetings with divisions to determine if notification
could help communication between the City and applicants/contractors.
Notifications can be sent during case status changes or tasks being
completed. Consultant will complete the configurations for each type after
requirements are determined.
$8,000.00
10.0 Public Access
Consultant completes configurations of templates to be included in the
Public Portal with application creating, payments, and inspection
scheduling if applicable.
$30,000.00
11.0 Cityworks Workflow for Planning and Zoning
Consultant conducts interviews with Planning staff to assess pertinent
workflow changes to enhance processes for staff. Consultant assumes
there will be 4 distinct workflows that will be developed and applied to all
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Planning and Zoning templates.
$9,000.00
12.0 Style Profiles
Consultant will conduct meetings with each division to determine
requirements and completes new profiles. This will remove unnecessary
fields from the Cityworks interface before training on Cityworks Respond.
$3,200.00
13.0 Training
2 Consultant staff conducts onsite user training in Cityworks Respond or
Native Mobile App — 1 week (4 days for users, 1 day for Admin).
$17,100.00
14.0 Crystal Reports to ActiveReports
Consultant recreates all Crystal Reports to ActiveReports. Estimated 2
hours per report for print templates (highest priority). General reports
within the Reports menu have been estimated within this task.
$33,000.00
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