Agenda 07/28/2009 Item #16A21Agenda Item No. 16A21
July 28, 2009
Page I of 20
EXECUTIVE SUMMARY
Recommendation that the Board of County Commissioners approve Modification
Number 7 with attached change orders in the amount of $190,437.50 to contract
06-3962 New Divisional Software System for Community Development and
Environmental Services.
OBJECTIVE: To increase the scope of work under contract 06-3962 New Divisional
Software System for Community Development and Environmental Services (CDES).
CONSIDERATIONS: On March 27, 2007, Agenda Item 10J, the Board of County
Commissioners awarded a contract to Municipal Software Corporation to replace the
existing computer system used by Community Development and Environmental
Services (CDES). In order to complete the implementation of the software program,
additional project change orders are necessary.
1) The following project change order additions will assist to improve Planning process
and procedures:
a) Provide additional on-site business analysis: $ 29,100
b) Reconfigure City View using the newly collected analysis: $ 48,787.50
c) Testing review & assistance: $ 8,550
d) On-site go-live facilitation: $ 15,875
e) Expand condition dropdown list: $ 900
f) Additional on-site Administrative Assistance: $ 8,725
2) The following project change order addition will assist to improve Code Enforcement
process and procedures:
a) Truncated case records correction: $ 1,500
3) The following project change order addition will assist to improve Contractor License
and Building Review & Permitting process and procedures. Kim Grant from the Office of
Management and Budget, along with Building Review & Permitting Department staff,
worked with Municipal to identify additional changes required to improve Building
Department processing turnaround times:
a) Project change order for Phase III out of scope items: $ 38,000
4). The following project change order modification will assist with project management,
training and maintenance of the City View software program due to staff reductions at
CDES (outsourcing work in lieu of staff additions) :
a) Provide ongoing technical support: $ 39,000.00
FISCAL IMPACT: This executive summary does not request any additional funding or
budget allocations within the CityView software project or within CDES. These change
orders will be paid out of existing funds for the Municipal Software Project, which were
budgeted and set aside for possible change orders.
Agenda Item No. 16A21
July 28, 2009
Page 2 of 20
GROWTH MANAGEMENT IMPACT: There is no growth management impact
associated with this Executive Summary.
LEGAL CONSIDERATIONS: This item has been reviewed for legal sufficiency and
there are no outstanding legal considerations. This item is not quasi - judicial (no ex
parte disclosure requirement), and requires a simple majority vote. This item is legally
sufficient for Board action. -JW
RECOMMENDATION: That the Board of County Commissioners approve this
Modification Number 7 with attached change orders in the amount of $190,437.50 to
contract 06 -3962 New Divisional Software System for Community Development and
Environmental Services and authorizes the Chairman to execute such.
Prepared by: Laura Wells, Management & Budget Analyst — CDES, Business
Management & Budget Office
Page 1 of -2
Agenda Item No. 16A21
July 28, 2009
Page 3 of 20
COLLIER COUNTY
BOARD OF COUNTY COMMISSIONERS
Item Number: 16A21
Item Summary: Recommendation that the Board of County Commissioners approve Change Order #5 in the
amount of $190,437.50 to contract 06 -3962 New Divisional Software System For Community
Development and Environmental Services.
Meeting Date: 7/2812009 9:00:00 AM
Prepared By
Laura Wells
Fiscal Tech
Date
Community Development &
Financial Admin. & Housing
7/9/2009 1:49 :44 PM
Environmental Services
Approved By
Lyn Wood
Purchasing Agent
Date
Administrative Services
Purchasing
7/16/2009 9 :44 AM
Approved By
Jeff Wright
Assistant County Attorney
Date
County Attorney
County Attorney Office
7116/2009 3:00 PM
Approved By
Judy Puig
Operations Analyst
Date
Community Development &
Community Development &
7!1612009 4:41 PM
Environmental Services
Environmental Services Admin.
Approved By
Joseph K. Schmitt
Community Development &
Date
Environmental Services Adminstrator
Community Development &
Community Development &
7/1612009 4:57 PM
Environmental Services
Environmental Services Admin.
Approved By
Cheryl Soter
Senior Planner
Date
Community Development &
zoning & Land Development Review
7/16/2009 5:01 PM
Environmental Services
Approved By
Steve Carnell
Purchasing /General Svcs Director
Date
Administrative Services
Purchasing
711712009 7:21 AM
Approved By
Jeff Klatzkow,
County Attorney
Date
County Attorney
County Attorney Office
7/17/2009 8:03 AM
Approved By
OMB Coordinator
OMB Coordinator
Date
County Manager's Office
Office of Management & Budget
7/17/2009 10:09 AM
Approved By
Mark Isackson
Budget Analyst
Date
County Manager's Office
Office of Management & Budget
7/20/2009 9:44 AM
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Page 2 of 2
Agenda Item No. 16A21
July 28, 2009
Page 4 of 20
Approved By
Leo E. Ochs, Jr. Deputy County Manager Date
Board of County County Manager's Office 7120/2009 10:39 AM
Commissioners
file: / /C: \AgendaTest \Export\l » -July% 2028,% 202009 \16. %2000NSENT %20AGENDA \l ... 7/22/2009
Agenda Item No. 16A21
July 28, 2009
CONTRACTIWORK ORDER MODIFI TION Page 5 of 20
CHECKLIST FORM
PROJECT NAME: CDES Division Software PROJECT #: PROJECT MANAGER:—Cheryl Soter
BID /RFP #: 06 -3962 MOD #: 7 PO #:_4500102444 WORK ORDER #:_ � _
DEPARTMENT:_CDES
Original Contract Amount:
Current BCC Approved Amount:
Current Contract Amount:
Change Amount:
Revised ContractlWork Order Amount:
Cumulative Dollar Value of Changes to
this Contract/Work Order:
Date of Last BCC Approval 3/27107.
NAME: Municipal bonware
$ _1,996,272.00
(Starting Point)
$_1,996,272.00
(Last Total Amount Approved by the BCC)
$_2,194,366.00
(including All Changes Prior To This Modification)
$_190,437.50
$2,384,803.50
(Including This Change Order)
$_388,531.50
Agenda Item # _,10J
Percentage of the change over /under current contract amount 19.5 %
Formula: (Revised Amount / Last BCC approved amount) -1
CURRENT COMPLETION DATE (S): ORIGINAL., 1111/08 CURRENT: Waiting on revised schedule
This change order will: ® Add a new Task for CAC.N _ ❑ Increase Task Number by $
. I-C-07
Other : Truncated case records co ction'f1,500, Provide add'[ onsite busm��s analysis $29,100,
Reconfigure��Cityview using the newly collected analysis $48,787.50, Testing review &assistance x$8,550, Onsite go -live
facilitation 415,875, Expand ondition dropdown list ,$900, Add'I on -site administrative assistance�8,725, Phase ill out of
scope items & project mgmr$38,000, On -going technical support-f39,000.
Describe the change(s):
Specify the reasons for the change(s)x 1. Planned or Elective r, 2. Unforeseen Conditions (7 3. Quantity
Adjustments r 4. Correction of Errors (Plans, Specifications or Scope of Work) r S. Value Added
(7 6. Schedule Adjustments Note: One or more may be checked, depending on the nature of the change(s).
Identify all negative impacts to the project if this change order were not processed: If this change order is not
processed the project will have difficulties in achieving its goals and final completion of Phase 1 and 2. and an
inaccurate scope document and delays for Phase 3
This change was requested by: rtontractor /Consultant n Owner xUsing Department E CDES
rDesign Professional rlRegulatory Agency (Specify) rOther (Specify)
CONTRACT SPECIALIST PARTICIPATION IN NEGOTIATIONS: r Yes ><No
This form is to be signed and dated.
Revised 6 18 09
APPROVED BY: d&=L6eJ(& _ Date: 9A3109
9
Project Ma er
J
APP ID BY: � � Dat .
Pur a mg Directo O,/
REVIEWED BY:� Date:
Cont Specialist
Revised 6 18 09
Agenda Item No. 16A21
July 28, 2009
Page 6 of 20
Agenda Item No. 16A21
July 28, 2009
Page 7 of 20
CHANGE ORDER
CHANGE ORDER NO. 5 CONTRACT NO. 06 -3962
BCC Date: 3/27/07
Agenda Item: I0i
TO: Municipal Software Corporation
4464 Markham Streit, Suite 1108
Victoria. BC V&Z7X8
DATE: 7/7/09
PROJECT NAME: New Divisional Software System for CDES
Under our AGREEMENT dated March 27 .2007.
You hereby are authorized and directed to make the following change(s) in accordance with terms and
conditions of the Agreement: To increase the contract amount $190,437.50, in order to increase the scope of the
work, and to complete the implementation of the software pro aMM.
FOR THE Deductive Sum of. One Hundred and Ninety Thousand. Four Hundred and thirty seven dollars and
fifty $ 190,437.50
Original Agreement Amount
Sum of Previous Changes
This Change Order increases
Present Agreement Amount
$ 1 ,9996,272.00
$ 198 094.00
$ 190 437.50
$ 2,394,803.50.
The time for completion shall be (increase or decrease) by -0- calendar days due to this Change
Order. Accordingly, the Contract Time is now NIA (, calendar days. The substantial
completion date is N/A and the final completion date is N/A . Your acceptance of
this Change Order shall constitute a modification to our Agreement and will be performed subject to all the
same terms and conditions as contained in our Agreement indicated above, as fully as if the same were repeated
in this acceptance. The adjustment, if any, to the Agreement shall constitute a full and final settlement of any
and all claims of the Contractor arising out of or related to the change set forth herein, including claims for
impact and delay costs.
Accepted:
CONTRACTOR:
Municipal Software Corporation
, 200
/& t yu.,
By:
Dennis Asbury, Executive Vice President
XT 1.4
BOARD OF COUNTY COMMISSIONERS
OF COLLIER COUNTY, FLORIDA
By:
Cheryl S er, Project Manager
Date:
ATTEST:
Dwight E. Brock, Clerk
BY:
Approved As To Form
and Legal Sufficiency:
Print Name: TeFF VJrZ k& 'ffT
Assistant County Attorney
Agenda Item No, 16A21
July 28, 2009
Page 8 of 20
By: ! r
Gary Mullee rim
DIVISION ADMINISTRATOR
By.
seph K Schmitt, Administrator
CONTRACT SPECIALIST
By:
Lyn. Wood
BOARD OF COUNTY COMMISSIONERS OF
COLLIER COUNTY FLORIDA
Donna Fiala, Chairman
Municipal
;nr'l ��14r'
Project Change Order
- Agenda ltein Hm 2 f
July 28, 2009
Page
PROJECT: Collier County (12296)
SECTION A. CHANGE REQUEST DESCRIPTION
Request Date:
08/21/2008
Change #: 12
Provide additional business analysis
Revised on Oct 2,
services and associated management
2008
and travel & expenses to assist Collier with
the re- analysis of the phase 2
configuration.
Requestor:
Adonis Martinez (Collier Project Manager)
Created By:
David B. Gray
Description of the Requested Change :
Collier County requested additional onsite and offsite analysis to re- analyze the phase 2 (planning)
configuration including cctivity maps, business rules, roles, look -ups and associated data collection
(homework). This request required 12 days onsite (88 hours) for Travis Snoderly and 86 hours of offsite
work by Chris Mack and Debs Verhille. There are also some additional charges of 20 hours for project
management oversight and coordination, This change order is for re- analysis only and does not
include any out -of -scope configuration items or any efforts associated with the reconfiguration of
phase 11. Payment is due upon receipt of invoice
Reason for Change:
The planning department at Collier decided to re- engineer some of their business processes prior to
automation which required the collection of new configuration information and required 12 days of
proctored sessions to facilitate.
Agenda Rem INU 15777 1
July 28, 2009
Page 10 of 20
Print Name
Ignature
Date
Client Project Manager:
Adonis Martinez
MSC Project Manager:
Richard Puckett
Municipal
%UFT ,ARE
Project Change Girder
July 28, 2009
Page 11 of 20
PROJECT: Collier County (12296)
SECTION A: CHANGE REQUEST DESCRIPTION
Request Date:
09/05/2008
Change #: 14
Reconfigure CityView using the newly
Revised on Oct 2,
collected analysis for Phase 2 (Change
2008
Order 12).
Requestor.
Adonis Martinez (Collier Project Manager)
Created By:
David B. Gray
Description of the Requested Change:
Collier County requested the reconfiguration of CRyVlew's planning modules after the business
analysis was re- worked at Collier's request (Change Order 12), This change order only reflects
configuration /customization that must be reconfigured after the second analysis effort from change
order 1.2, and is made up of 214.25 hours for Prebuilt configuration, 43 hours of associated OA and 68
hours of Project Management, all at 150$/hr.
No validation training will be required within the scope of services. In addition, no provision for travel
on -site has been made.
Furthermore. It is understood that the 68 hours allocated to Project Management Is a maximum
amount not to be exceeded, which Municipal Software must document in detailed breakdowns by
week.
Reason for Change:
The planning department at Collier decided to re- engineer some of their business processes prior to
automation which required the collection of new configuration information and required 12 days of
Proctored sessions to facilitate the collection.
SECTION B: IMPACT ASSESSMENT (Estimated Impact to budget, work effort and Schedule)
There is a scheduling impact for this change order to the go -live dates for phase 11 and phase III. The
dates for go -live associated activities such as validation, user acceptance testing and end user
training are also impacted accordingly.
Total Estimated Cost
$48,787.5
Estimated Revised Completion Date
1/26/09 (TBC)
(Phase 2):
1lnonr c, lfnm Nn 1 F6'%'I
July 28, 2009
Page 12 of 20
SECTION C: CLIENT PROJECT MANAGEMENT APPROVAL
Comments By:
Date:
Print Name
gn ure
Date
Client Project Manager.
Adonis Martinez
OS
MSC Project Manager
Richard Puckett
i
Municipal
1 Y, f 4 ,
Project Change order
Agencle lte114 pie. 4606249
July 28, 2009
Page 13 of 20 i
PROJECT: Collier County (12296)
SECTION A: CHANGE REQUEST DESCRIPTION
Request Date:
)/21/2007
Change #; 18
Testing Review and Testing Assistance
(On -site)
Requestor.
Adonis Martinez (Collier Project Manager)
Created By:
Richard Puckett (MSC Project Manager)
Description of the Requested Change:
40 hours X $150.00 1hour = $6,000.00 for the week of Feb 2 - 6, 2009
Travel and Living = $2,550.00
Reason for Change:
To assist Collier County in performing Phase 2 Testing Review per Collier County's request.
SECTION B. IMPACT ASSESSMENT (Estimated Impact to budget, work effort and schedule)
The overall update project schedule for the Cityview implementation will remain unchanged.
Total Estimated Cost
$5,550.00
Estimated Completion Date:
Feb 6, 2009
SECTION C: CLIENT PROJECT MANAGEMENT APPROVAL
Comments By:
pate;
Print Name
Signature
Date
Client Project Manager.
Adonis Martinez✓'.
MSC Project Manager.
Richard Puckett `
i
Ngenaa liern No. 6 /A2 1
Julv 28. 2009
Page 14 =
Project Change order
PROJECT: Collier County (12296)
SECTION A. CHANGE REQUEST DESCRIPTION
Request Date: 4- 6-2009 Change It:21 Onsite Go -live Facilitation
Requestor. Gory Mullee (Collier Project Manager)
Created By: Richard Puckett (MSC Project Manager)
Description of the Requested Change:
Debs and Travis on site the week of go -live (April 27)
40 hours each = 80 Ixs X $150.001 hour = $1 2,000.00
Travel and Living for Travis = $ 1,525.00
Travel and Living for Debs = $ 2,350,00
Total Change Order $15,875.00
Reason for Change:
Collier has requested onsite phase 11 go -live support. Debs and Travis will be onsite the week of April 27
- May 1, 2009,
SECTION B: IMPACT ASSESSMENT
Schedule not effected
I Total Estimated Cost + $15,875.00 { Estimated Completion Date: 5- 1.2009
SECTION C: CLIENT PROJECT MANAGEMENT APPROVAL
Comments By: I I Date: 1 -
Print Name
Signature
Date
Client Project Manager.
Gary Mullee
at
MSC Project Manager.
Richard Puckett
�}r
Municipal
Dui � KtiKr.
Agenda item No. 16A21
July 28; 2009
Page 15 of 2
Project Change Order
I
PROJECT: Collier County (12296)
SECTION A: CHANGE REQUEST DESCRIPTION
Request Date:
4 -14 -2009
Change #:22
1 Truncated Case Records Correction
Requestor.
Adonis Martinez (Collier Project Manager)
Created By:
Richard Puckett (MSC Project Manager)
Description of the Requested Change
10 hours of Design, Correction Development, and OA by Chris Mack to correct the DTS conversion of
the truncated code case records
Reason for Change:
Collier has requested correction to previously DTS converted case records
SECTION B: IMPACT ASSESSMENT
Schedule not effected
Total Estimated Cost
$1,500.00 Estimated Completion Date:
5-1-2009
SECTION C: CLIENT PROJECT MANAGEMENT APPROVAL
Comments By:
Date:
Print Name
Signature
Date
CBent Project Manager:
Adonis Martinez
�'
MSC Project Manager:
Richard Puckett`)
--
4 -14 -2009
Agenda Item No- : -i ��
July 2 --
8, 2009
Page 16 of 20
Mu� rnicipal Project Change Order
PROJECT: Collier County (12296)
SECTION A: CHANGE REQUEST DESCRIPTION
Reqvest Date:
4 -14 -2009
Change #:23
FB #303 Dropdown list added to
Conditions
Requestor.
Adonis Martinez (Collier Project Manager)
Created By:
Richard Puckett (MSC Project Manager)
Description of the Requested Change :
6 hours of Design, Configuration /Developmeni, and QA by Debs Verhille to incorporate FB 303 for go
live,
Reason for Change:
Based on phone discussion with Cheryl and Gary on 4 -9 -2009
SECTION 8: IMPACT ASSESSMENT
Schedule not effected
Total Estimated Cost
$900.00
Estimated Completion Date:
4 -17 -2009
SECTION C: CLIENT PROJECT MANAGEMENT APPROVAL
Comments By:
Date:
Print Name
'Signature
Date
Client Project Manager:
Adonis Martinez
MSC Project Manager:
Richard Puckettato
j —
4 -14 -2009
Agenda Item No. 16A21
July 28, 2009
Page 17 of 20
Municipal project Change Order
PROJECT: Collier County (12296)
SECTION A: CHANGE REQUEST DESCRIPTION
Request Date:
6/i 1/2009
Change #: 24
Additional Admin Assistance {On -site)
Requestor:
Gary Mullee (Collier Project Manager)
Created By:
Richard Puckett (MSC Project Manager)
Description of the Requested Change:
40 hours X $150.00 1hour = $6,000.00 for the week of June 22 - 26, 2009
Travel and Living = $2,725.00
Reason for Change:
To provide additional Admin training per Collier County's request.
SECTION B: IMPACT ASSESSMENT (Estimated Impact to budget, work effort and schedule)
The overall update project schedule for the Cityview implementation will remain unchanged.
Total Estimated Cost
$8,725.00
Estimated Completion Date: June 26, 2009
SECTION C: CLIENT PROJECT MANAGEMENT APPROVAL
Comments By:
Date:
Print Name
Signature
Date
Client Project Manager.
Gary Mullee
rE�< `
�� a -�� e(
MSC Project Manager:
Richard Puckett
{�` —
6 -11 -2009
Agenda Item No. 16A21
efiy -?@� 2@@9
Page 18 of 20
Municipal
Project Change Order
PROJECT: Caller County (12296)
SECTION A. CHANGE REQUEST DESCRIPTION
Request
Date:
6/24/2009
Change
#: 25
Phase III Out of Scope Development and Project
Management (Permitiing and Contractor Ucensing)
Requests
Gary Mutee (Colter Project Manager)
Created iy:
Richard Puckett (MSC Project Manager)
Description of the Requested Change
254 Development Hours X 1;125.00 /how = $31,750.00
50 Project Management Hours X 1;125.00 /hour = $ 6,250.00
This does not include the ROW Functionality - will be covered under o separate tuture change
order. (This must be addressed very quickly to be available of go -live)
Reason for Change:
To provide needed functional modifications to support Phase III scope requirements.
SECTION 6: IMPACT ASSESSMENT (Estimated Impact to budget, work efkxl and schedule)
The overall update project schedule for the CityV;ew implementation wit remain unchanged.
Total Estimated Cost
t$38,000.00
Estimated Completion Date:
Go Live
SECTION C: CLIENT PROJECT MANAGEMENT APPROVAL.
Comments By:
Date:
Agenda Item No. 16A21
July 28, 2009
Page 19 of 20
Print Norco
Siwxdure
Date
Clem Projed Manager.
Gary MuUee
Z
SC Project Manager.
Richard
(
6-24 -2009
Puckett
�k�.j.�..�^-
Municipai
Project Change Order
Agenda item l9o. 157A27
July 28, 2009
Page 20 of 20
PROJECT: Collier County (12296)
SECTION A: CHANGE REQUEST DESCRIPTION
Request Date:
6/18/2009
Change #: 26
Ongoing Admin Technical Support and Training
Requestor:
Gary Mullee (Collier Project Manager)
Created By:
Richard Puckett ;MSC Project Manager)
Description of the Requested Change:
260 hours X $150.00 /hour = $39,000.00 Invoices will be provided monthly for hours consumed.
Scheduling based on resource availability.
Reason for Change:
To provide Admin support and training assistance to help Cheryl through the change in project
manager transition per Collier County's request.
SECTION B: IMPACT ASSESSMENT (Estimated Impact to budget, work effort and schedule)
The overall update project schedule for the CityView implementation will remain unchanged.
Total Estimated Cost
$39,000.00
Estimated Completion Date:
N/A
SECTION C: CLIENT PROJECT MANAGEMENT APPROVAL
Comments By:
Date:
Print Name
Signature
Date
Client Project Manager:
Gary Mullee
SC Protect Manager:
Richard Puckett
�� ��h�_.
6 -22 -2009