HomeMy WebLinkAbout02-21-2012 c6 software solutions contractcounci lj,acenaa aepor2t
Meeting Date2-21-1 2
Item NumberC6
C I T Y O F S A N L U I S O B I S P O
FROM :Charles Bourbeau, Finance and Information Technology Directo r
Prepared By :Rachel McClure, Administrative Analys t
SUBJECT :SOFTWARE SOLUTIONS CONTRACT FOR ENERGOV TESTING AND
TRAININ G
RECOMMENDATIO N
Award a contract to Software Solutions for testing and training services on the EnerGov Solution s
software and authorize the City Manager to execute the contract totaling $48,400 .
DISCUSSION
Background
The City is currently engaged in replacing multiple old, outdated FoxPro applications with off-the-
shelf programs ; the most extensive and expensive of these is from EnerGov Solutions . The EnerGo v
application is the user interface software for a wide range of mission-critical functions throughou t
the organization, including land use inventory, GIS, permitting and inspections . This project ha s
required a highly intensive resource commitment ; however, the replacement is necessary i n
delivering day-to-day services to the City and the community in an efficient, reliable and cos t
effective manner .
The project is nearing completion with implementation anticipated for spring 2012 . Staff trainin g
began as scheduled in mid-January with two EnerGov trainers . This effort was slated to require 2 6
personnel to spend the majority of three weeks in training . However, after one day of training, i t
was apparent that the trainers were not prepared as they had little to no training materials, were no t
familiar with the system, and were unaware of how to handle the many system errors that wer e
encountered . Due to this lack of preparation and the large number of errors staff encountered tha t
prevented them from using the software, the City project team decided to halt the training so no
additional staff time or resources were wasted on an ineffective training experience .
Staff advised EnerGov that the City will not pay for the cancelled training sessions and intend to us e
the money allocated for training to support an alternative approach . Since this time, staff hav e
worked with EnerGov to formulate an alternative plan for moving the project forward with minima l
impact on the implementation date .
Software Solutions
During the transition from the old FoxPro applications to EnerGov, the City has contracted wit h
Software Solutions on an as-needed basis to provide consultation and support to staff. However, du e
to the poor training experience from EnerGov and the intensive personnel demands required to
Software Solutions Contract for EnerGov Testing and Training Page 2
implement the system, staff proposes utilizing the services of Software Solutions more extensively
at this time .
The vendor will perform the following services :
•Training Development — Develop specific goals for end-user training and create custom quic k
reference guides for each system module.
•User Acceptance Testing — Schedule and facilitate intensive testing of the EnerGov system .
•Training Classes — In conjunction with EnerGov, design a schedule for and conduct Train-the -
Trainer classes. Design a schedule for and conduct end user training .
•Help Desk Support — Provide onsite support and follow-up training during the week after th e
system goes live .
Testing Service s
For the past several months, the internal project committee members have been engaged in periodi c
testing of the EnerGov system, which is necessary to ensure it is configured to meet the City's
needs . Now, due to the large number of system errors that have not been resolved, it is necessary t o
rigorously test every aspect of the system . However, none of these staff members have experienc e
with a software implementation of this magnitude and so require assistance in navigating thi s
unfamiliar program . Software Solutions will be available to fill in these knowledge gaps to ensure a
smooth transition to the new system without further delaying implementation . Using the expertis e
from Software Solutions for this purpose is more efficient and will save countless staff hours during
this stage of the project .
Training Service s
Per the City's contract with EnerGov, the vendor would provide the City with a Train-the-Traine r
experience . This means that they would train the City's "power users" on the system, and thes e
users would then be responsible for training other City staff . Although this method is not th e
preferred training model for the City, it was agreed upon at the time of contract negotiations to mee t
the budget restrictions of the project . It was also anticipated that, if necessary, the City could utiliz e
the services of Software Solutions as needed to supplement the training provided by EnerGov.
However, the poor performance and lack of preparation of the EnerGov trainers resulted in a n
unacceptable training experience for City staff . Accordingly, staff ended the training sessions t o
avoid wasting staff time and resources on ineffective training . The Vice President of EnerGov ha s
agreed not to charge the City for the training portion of the contract, and staff recommends usin g
this funding for training services from Software Solutions . This funding will support $23,460 of th e
proposed Software Solutions contract .
Sole Source Justificatio n
Staff recommends a sole source contract from Software Solutions for the following reasons :
•The City currently has an annual contract with Software Solutions for other training services ,
including classes on Microsoft Office products, and staff throughout the City has bee n
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Software Solutions Contract for EnerGov Testing and Training Page 3
extremely pleased with these services as well as with the commitment of the vendor in ensurin g
the success of these trainings for the City . This high level of confidence in the capability o f
Software Solutions is important to offset the loss of confidence in the prior training effort .
•The vendor has extensive knowledge of the City's current FoxPro applications as well as staff s
needs for the new EnerGov system .
•The vendor has previously been engaged on a much smaller scale to provide input in th e
development of a training plan for the EnerGov system . This experience has led to the vendo r
being highly familiar with the system and the training needs of the City in a way that would tak e
any other contractor a great deal of time to reach the same level of understanding .
•The vendor has a facility in San Luis Obispo and so is available on short notice to assist with
staff questions and provide support when the new system goes live .
CONCURRENCE S
The staff committee working on the EnerGov project concurs with this recommendation .
Additionally, the Community Development Department Director, whose staff is the most highl y
impacted by this software conversion, concurs with the recommendation .
FISCAL IMPAC T
There is no fiscal impact on the General Fund for this contract . There is $23,460 available from the
training portion of the EnerGov contract and these funds will be used for the Software Solution s
contract .
Additionally, there is $43,700 left in the contingency portion of the FoxPro project account . As n o
additional expenses are anticipated for this project, staff propose utilizing $24,940 of these funds fo r
the Software Solutions contract .
The Software Solutions contract cost summary is below :
Item Cost
Training Development $
4,000
User Acceptance Testing $
8,000
Training $
32,400
Support $
4,000
TOTAL ~$
48,400
A summary of the FoxPro project account is below :
Software Solutions Contract for EnerGov Testing and Training Page 4
Item Cost
Project Budget $
1,150,00 0
EnerGov $
(815,000)
IntelliTime $
(98,400)
Telestaff $
(38,600)
Equipment $
(95,800)
Contingency $
(58,500)
TOTAL ~$
43,70 0
Using $24,940 from the contingency budget will leave $18,760 remaining in the FoxPro projec t
account .
Item Cost
FoxPro Contingency
Software Solutions Contract
$
43,70 0
$
(24,940)
Remaining Contingency 18,760
ALTERNATIVE S
1.Select a different vendor .This is not recommended due to the vendor's knowledge of both th e
FoxPro applications and the EnerGov system . Additionally, the vendor has extensive pas t
experience in successfully training City staff on new software programs and providing ongoin g
support.
2.Do not hire a vendor to assist with testing and training .This is not recommended since th e
EnerGov training offered is not adequate to meet the City's needs . Also, City staff are not
software testing or training experts and do not have experience with a software implementation
of this magnitude . An outside vendor will be available to fill in these time and knowledge gap s
to ensure a smooth transition to the new system .
ATTACHMEN T
Software Solutions Training Proposa l
ttcanoil agenda repo ts\2012\2012-02-21 software solutions contract (barbeau-ncduae)\sottwane solutions car doa c
ATTACHMEN T
software -%solution s„~T E A IMi
3220 So . Higuera Street, Suite 20 8
San Luis Obispo, CA 9340 1
Ph 805 .786 .428 3
Fax 805 .545 .543 5
SOFTWARE TRAINING PROPOSA L
Presented to
City of San Luis Obisp o
Thursday, January 27, 201 2
Steve Schmid t
IT Manage r
City of San Luis Obisp o
990 Palm Stree t
San Luis Obisp o
Dear Steve,
The following is a preliminary proposal based upon your recent request for training . Pleas e
review this information and reply back to me at your convenience . We will be more than happ y
to customize the training to best suit your organization's needs .
Sincerely,
A€-A-.<C‘a—A
Derek Crawfor d
Owner
Software Solutions Team
Office : (805) 786-428 3
Fax : (805) 545-543 5
Cell : (805) 801-482 5
Email : derek@sstslo.co m
Web : www.sstslo .co m
v4
www .sstslo .co m
derek@sstslo .co m
Derek Crawford, Owner
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ATTACHMEN T
Software Solutions Team City of SLO: EnerGov Training Proposal
TRAINING PROPOSA L
Program Overvie w
Software Solutions Team (SST) will assist in the development and delivery of end-use r
computer training to the staff of CITY OF SAN LUIS OBISPO (Client) on EnerGov . SS T
will research and become familiar with the practical use and application of each of th e
software systems, facilitate user acceptance testing of each EnerGov module, conduc t
hands-on (one computer per student) Train-the-Trainer sessions for select City staff, an d
then conduct hands-on (one computer per student) training to Client's end users . All
classes will be taught by Derek Crawford .
Training Site
Al! classes will be taught in Client's F&IT Training Room or suitable venue with access t o
the City's network .
Courseware and Outline s
Each course includes vendor provided courseware, as well as quick reference guide s
customized by SST covering Client specific topics, for each participant .
Skill Assessments and Course Evaluations
If requested, SST will provide pre-course skills assessments for use by the client i n
determining skill base of the participants . At the end of the course, all participants ar e
invited to complete a Course Evaluation, copies of which can be provided to the client .
Each participant will also receive a Certificate of Completion .
Registratio n
SST offers to arrange for the scheduling and registration of the client's staff .
Equipmen t
Client will provide all computer hardware and software for training at Client's facility .
Costs
Summary :
Item Extended Cos t
Development $4,000
User Acceptance Testing $8,000
Training $32,400
Support (Optional)$4,000
GRAND TOTAL $48,400
Breakdown of item cost detail to follow :
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ATTACHM EN T
Software Solutions Team City of SLO : EnerGov Training Proposal
Trainin g Development:
SST will research the Client's intended use of EnerGov, as well as the basic features an d
functionality of those applications, in order to develop specific criteria and goals for th e
end-users' training program . SST will have access to Client's network and applications s o
as to develop this program . SST will assist in creation of custom quick reference guides fo r
each department's modules in EnerGov . SST will bill at an hourly rate of $100/hour for
this development time . SST estimates that a minimum of 40 hours will be necessary t o
develop this program and associated quick reference guides .
•Additional development labor beyond the proposed 40 hours will be billed a t
$100/hr. rate.
•ESTIMATED EXTENDED DEVELOPMENT COST : $4,000
User Acceptance Testing :
SST will coordinate, schedule, and facilitate additional user acceptance testing of EnerGo v
functionality using EnerGov supplied UAT guide books and Training Objective sheets fo r
each functional module . Testing will be performed by select City power-users, an d
conducted in multiple 1-2 hour testing sessions held in the FIT Training Room . Testin g
will be conducted over approximately 10 days at a cost of $800/day .
•EXTENDED TESTING COST : $8,000
Delivery of Dedicated Training Classes at Client's site :
Train-the-Trainer Program:
SST will work with EnerGov to schedule and then deliver dedicated computer classes o n
mutually agreeable dates, times, and course content for up to 25 City power-users th e
following courses :
• Course Name :EnerGov Train the Trainer trainin g
Course Length :1-3 hours (to be determined )
(Maximum of 13 students/class )
•Approx . 7-10 days of classe s
•Cost of $1800/day
•Extended Train the Trainer cost : $18,000
End User Training:
SST will design a schedule and deliver dedicated computer classes on mutually agreeabl e
dates, times, and course content for the following courses :
•Course Name:EnerGov End User Trainin g
Course Length :1-2 hours (to be determined )
(Maximum of 20 students/class )
•Approx . 5-8 days of classe s
•Cost of $1800/day
•Extended End User cost : $14,40 0
•TOTAL EXTENDED TRAINING COSTS : 32,400
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ATTACHMEN T
Software Solutions Team
City of SLO :EnerGov Training Proposal
Help Desk Support (Ovtiona/)
For the week after "Go Live" with EnerGov, SST will provide 40 hours of onsite suppor t
and follow-up training for City staff. SST will visit each department for desk-sid e
assistance with use of EnerGov . Support will be billed at a rate of $100/hr .
•40 hours of support at $100/h r
•EXTENDED SUPPORT COST : $4,00 0
Cancellation /Reschedulin g
SST's standard 5 day cancellation policy applies to all dedicated class dates . Please call u s
for further details .
Paymen t
All fees for training services are considered due and payable upon first day of training .
Billing terms can be arranged . Invoicing for training and development services will occu r
on the 1 "and 15 th of each month .
As always with SST, we stand behind the quality of our training programs, and guarantee you r
complete satisfaction . Please contact us as soon as possible to accept this proposal, so that w e
may begin reserving your preferred training dates .
Respectfully,
Derek Crawfor d
Owner
Software Solutions Tea m
Office:
(805)786-428 3
Fax :
(805)545-543 5
Cell :
(805)801-482 5
Email :
derek@sstslo.com
Web :
www .sstslo .com
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