HomeMy WebLinkAboutCAG2019-320 - Change Order - #18 - Granicus, LLC - Amanda Permitting System Phase 2 - 10/05/2021ApprovalOriginator:Department:
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rev. 200821
FOR CITY OF KENT OFFICIAL USE ONLY
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This Change Order (CO-18) alters the project schedule, budget, and scope
and is authorized via an associated Council Motion.
$547,363.00
DATE: September 7, 2021
TO: Kent City Council
SUBJECT: Amanda (KIVA Replacement) Permitting System
Deployment Project – Amend Budget and Approve Contract
Amendment - Authorize
MOTION: I move to authorize establishing a new budget for the Amanda
(KIVA Replacement) project at $2,226,483; authorize the Mayor to sign all
contract amendments, change orders, and other documents necessary to
advance the Amanda project that cumulatively do not exceed the project
budget, subject to final terms and conditions acceptable to City
Administration and the City Attorney; provide that future change orders
beyond the project budget, but within the overall City budget, be
authorized according to their amended contract values and in accordance
with the Kent City Code; authorize the Mayor to approve subscription or
other renewals authorized through previously approved project contracts,
and ratify past actions consistent with this motion, subject to final terms
and conditions acceptable to the IT Director and City Attorney.
SUMMARY:
The Amanda project’s primary objective is to replace the City’s permitting and
compliance system (KIVA), which has reached end of life, with a more modern,
user-friendly platform. Focus has been placed on streamlining ECD/Economic and
Community Development permitting processes while enhancing the customer
experience through reductions in lead time, review and overall permit lifecycle
processing.
The new technology platform/system underpinning this work-known as Amanda-is
being implemented with Granicus, LLC, the software vendor and its implementation
subcontractor, Vision 33. As the situation over the last sixteen or more months
would have it, the project has been significantly impacted by COVID-19 and
exceptionally high staff turn-over within the ranks of Vision 33 especially. Couple
that with data conversion challenges attributed to the complexity of more than 20
years of historical data stored in the current platform KIVA, and the result is we
have the need to revise the project implementation strategy as well as the resulting
workplan and budget.
On April 16, 2019, Council authorized the original project and at that time it was
expected not to exceed a budget of $1,679,120. Thus far, 17 change orders have
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been issued concerning the work Granicus and V33 is performing, at an overall net
cost of approximately $48,066, which falls within the IT Director’s authority to
approve. Staff requests Council authorize Change Order No. 18, at a cost of
$345,675, for required data conversion analysis, configuration and scripting work.
In addition, our request also includes $201,688 for contingency to support potential
cost overruns during the remainder of the implementation effort.
A resulting revision to Amanda’s launch date has the new go-live targeted for late-
Q3 2021 based on timeline contingency requirements made by Granicus and Vision
33.
BUDGET IMPACT: The new budget for the Amanda project is being reestablished
at $2,226,483. Components of that budget include a change order to Granicus, LLC
in the amount of $345,675 along with an overall contingency request of $201,688.
The total cost increase of the project equates to $547,363.
Funding will be sourced from the CRF/Capital Resource Fund’s fund balance
account.
SUPPORTS STRATEGIC PLAN GOAL:
Innovative Government - Delivering outstanding customer service, developing leaders, and
fostering innovation.
Evolving Infrastructure - Connecting people and places through strategic investments in physical
and technological infrastructure.
Thriving City - Creating safe neighborhoods, healthy people, vibrant commercial districts, and
inviting parks and recreation.
Sustainable Services - Providing quality services through responsible financial management,
economic growth, and partnerships.
Inclusive Community - Embracing our diversity and advancing equity through genuine community
engagement.
ATTACHMENTS:
1.2021_Granicus-Change Order (PDF)
08/24/21 Committee of the Whole RECOMMENDED TO
COUNCIL BY CONSENSUS
RESULT: RECOMMENDED TO COUNCIL BY CONSENSUS
Next: 9/7/2021 7:00 PM
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GRANICUS PROJECT CHANGE REQUEST
- City of Kent
' • - - City of Kent — Permitting System - Phase 2
- - • - - • City of Kent
Derek McConnery— Granicus Project Manager
- ' - • - CO-18 (Phase 2)
- High
July 27th, 2021
Chanize Title I Proiect Schedule Changes & New Sco
Description I There are three categories addressed in this change request:
1. Data Conversion Schedule Extension
2. Project Scope Changes
3. Change in Delivery Approach as Outlined in the SOW
1. Data Conversion Schedule Extension
Based on progress to -date and effort remaining on data conversion analysis, the City of
Kent Project Schedule has been updated and currently indicates significant extensions to
the timelines established in the SOW for data conversion, specifically:
"Data Conversion mapping/analysis is not to exceed 10 business days, this does not
include configuration, testing, and UATissue identification/resolution."
Based on the schedule as of May 26th, 2021, the following table articulates the additional
effort spent and planned based on the extended timeline for data conversion analysis &
mapping. Through this change order we are requesting additional cost be added to
account for the additional time spent support this activity.
Timeline Established in the SOW
10 days
Current Duration
107 days
Delta
97 days
Remove "Non -working time'
-32 days
True Delta
65 days
2. Proiect Scope Changes Summary
During Data Conversion and Mapping Analysis it was determined that new folders and
configuration updates to existing folders are required to support additional business
requirements not identified during the Blueprint Stage of the project. This includes
automated attachment validation.
There are two categories of project scope changes for Amanda configuration...
Page 1 of 6
GRANICUS PROJECT CHANGE REQUEST
• CR18#1 Historic, CNST, & OTC folders
• CR18#2 Automated Attachment Validation
These changes also impact the effort identified in the contract for data conversion based
on the following reference in the contract.
"Data Conversion configuration is not to exceed 25 business days; this does not include
UA T issue identifica tion/resolution. "
Through this change order we are requesting additional cost be added to account for the
additional time spent support execution of data conversion.
3. Change in Delivery Approach as Outlined in the SOW
Through discussing the potential schedule impacts based on the new scope and
extended time for data conversion, this change order formalizes the collective project
goal (City of Kent, Granicus, Vision33) to work towards a "Q3 go -live". In order to
accomplish this goal, all parties agree to pause specific project activities (including the
majority of data conversion execution) and going live with a product that allows the City
of Kent to use the Amanda application, and supporting components, for new applications
only. The remaining in scope work will be handled after the go -live, as a stabilization
activity, based on the agreed to timelines as established by all parties.
The prioritization of work for the Q3 go -live is as follows.
CoK/V33 Pause on Data conversion with the following exceptions:
• CoK/V33 complete Data Mapping Specification for Historic & CNST
Build
• V33 will pause/hold Historic & CNST configuration until Amanda Stabilization
(including in this change)
• Complete new configuration for functioning systems
o Change Order#17: Custom Webservices
o Automated Attachment Validation (including in this CR)
• Complete Interface Development
o CoK/SI/V33: Orbi Pay
o CoK/SI/V33: iNovah (Amanda Payments)
o V33: Bluebeam
• All previously completed configuration elements are expected to be tested
during UAT and promoted to production.
Train the Trainer
User Acceptance Testing
Go Live Prep
End User Training (City of Kent lead)
Post Go Live/Production Support
Page 2 of 6
GRANICUS PROJECT CHANGE REQUEST
Assumptions
1. Estimated hours for Historic, CNST & OTC analysis and configuration have been
calculated based on details provided to Vision33 in May 26th meeting where the
business requirements were discussed. Should additional configuration changes
be identified during analysis of these folders with the client that require
additional or more complex configuration, additional effort and therefore budget
may be required.
2. Additional days of schedule extension for data conversion assumes —2.5
resources are required to support the work, in addition to project management.
3. City of Kent, Granicus and Vision33 agree that Data Conversion Analysis is 95%
complete, with the remaining 5% to be completed after go -live during the
stabilization period. The remaining 5%to be completed includes:
o Mapping of historic OTC data in KIVA
o Mapping of KS Long Text Data
o Mapping document analysis gaps
o Mapping of structures & establishment data stored in KIVA
4. Data Conversion Execution will be postponed until completion of data conversion
mapping analysis in the stabilization period.
5. City of Kent, Granicus and Vision33 agree that the analysis and Specification
Document for Historic & CNST folders is complete. Configuration will be
postponed until the stabilization period.
6. City of Kent, Granicus and Vision33 agree that the analysis and Specification
Document for OTC is 25% complete. Completion of the analysis, specification
document and configuration will be postponed until the stabilization period.
7. All other project milestones will remain unchanged.
8. City of Kent, Granicus and Vision33 will plan the data conversion analysis
completion and execution schedule in line with the effort estimates identified in
this change order, to the best of all parties' abilities.
9. Scope for Automated Attachment Validation is as previously stated in change
order #19 —this has been included as an appendix to this change order for
reference to the scope and effort identified in that document. Change order #19
as previously submitted will be withdrawn.
Justification
This change request articulates differences between the SOW and the requested
scope/timeline requested City of Kent.
Priority
High
Cost I The cost increase introduced by this change order is $345,675.00
Here is a breakdown of the cost for the various items referenced in this change order.
Cost Summa
Item
Hours I Rate I Cost
Page 3 of 6
GRANICUS PROJECT CHANGE REQUEST
Conversion Analysis* (Milestone 7)
1,431 $165 1 $236,115.00
Project Scope Changes
Item Hours Rate Cost
Historic, CNST, & OTC folders 281 $165 $46,365.00
Automated Attachment Validation 48 $165 $7,920.00
Conversion Execution (Milestone 13) 335 $165 $55,275.00
Total i $345,675.00
Here is the proposed payment structure introduced with this change order.
Milestone Cost Updates
Cost
Milestone 7 Data Conversion Mapping Worksheet— Current Value
$30,000.00
+Additional Cost
$236,115.00
**Milestone 7 Data Conversion Mapping Worksheet New Value**
$266,115.00
Milestone 13 Data Conversion Scripts Executed and QA—Current
Value
$60,000.00
+ Additional Cost
$55,275.00
**Milestone 13 Data Conversion Mapping Worksheet New Value**
$115,275.00
CR18#1- Historic, CNST, & OTC folders
$46,365.00
CR18#2 - Automated Attachment Validation
$7,920.00
Like other change requests, CR18#1 & CR#18#2 will be billed upon completion of successful
UAT of the work described.
The following updated milestones will be created to recognize work completed to date against
milestones that have been paused — this is calculated at approximately 95% completion of the
new value of Milestone 7 Data Conversion Mapping Worksheet.
Milestone Changes
Milestone 7A Data Conversion Mapping Worksheet - Pre -pause
$252,809.25
Milestone 7B Data Conversion Mapping Worksheet - Post -pause
$13,305.75
Granicus will request sign -off on Milestone 7A Data Conversion Mapping Worksheet - Pre -
Pause upon execution of this change order.
Schedule This change order supports the new project approach with an October Go -live for new
Applications only in Amanda established on July 21, 2021. City of Kent, Granicus and Vision33
will partner on the goal of going live with Amanda for new applications on 10/04/21.
Page 4 of 6
Dana Ralph
Mayor
10/05/2021
GRANICUS PROJECT CHANGE REQUEST
Section 2: To be completed by the Granicus/Granicus
Name (Print):
Maxwell Buccelli
Title:
Manager - Contracts
Signature:
�r 3ucce/�
Date:
Sep 24, 2021
Appendix A: Automated Attachment Validation
OE�i
CO-19 Automated
Attachment Validation
Page 6 of 6
Page 1 of 3
CALYTERA PROJECT CHANGE REQUEST
Client City of Kent
Project Name City of Kent – Permitting System - Phase 2
Change requested by: City of Kent
Project Manager: Derek McConnery – Calytera Project Manager
Change Request # CO-19 (Phase 2)
Urgency: High Date June 21st, 2021
Change Request Identification
Change Title Automated Attachment Validation
Change Request Details
Description A need for additional Professional Services has been identified on the City of Kent
Amanda implementation to support the City with the automation of required
attachments in the Citizen Portal.
Below is a description of how the automation will work along with the associated costs
and scope assumptions.
Automated Validation of Required Attachments in Citizen Portal
What does it entail?
The automation will prevent the submission on an application in the Citizen Portal if the
applicant has not attached all required attachments that are needed for application
processing.
On the Attachments page of the application process, if the applicant clicks “Continue”
but has not attached all required documents, an error message will appear advising them
they are missing required documents and prevent the application from
proceeding. Below is a sample message.
Appendix A
Page 2 of 3
CALYTERA PROJECT CHANGE REQUEST
Scope Assumptions:
1.Automated attachment validation is to be implemented at the folder subtype
level. For example (but not limited too):
FolderType SubDesc
COM Church
CVLC Minor
DESN Design Review
DIV Binding Site Plan
ENV Critical Areas
FIRE Fire Operations
2.Effort to configure includes configuration of the procedure in the Amanda
product and updating of the Citizen Portal FRD with an Appendix listing the
procedures that will be developed.
3.CoK will provide Vision33 with a document listing all folders and sub types that
require the automated validation and the list of document types that are
required prior to application submission for each folder.
Justification This capability has been requested by the City of Kent after the blueprint was signed off
and configuration demonstrated as complete.
Priority High
Evaluation
Cost The cost for this work will be $7,920.00
The cost covers the effort (48 hours) for analysis, configuration, and QA.
Note the cost is based on the scope assumptions listed above. Changes to scope (i.e.
validation at work description level) may require additional budget to complete
additional work not listed in this Change Order.
Schedule The additional work is not expected to have any impact on overall project schedule.
A new deliverable milestone “Automated Attachment Validation” will be created within
the project to monitor & track the following activities associated with this work:
•Citizen Portal configuration & quality assurance testing
•Demonstration to City of Kent of completed Attachment Validation in Citizen
Portal
•City of Kent approval and sign-off that work has been completed as agreed upon
in this Change Order.
Risk n/a
Alternatives and
recommendation
City of Kent can go-live without this capability should this change order not be approved.
Appendix A
Page 3 of 3
CALYTERA PROJECT CHANGE REQUEST
Implementation Options
N/A
Decision
Approved
Denied
Place on Hold
Rationale: (if denied or on hold)
Cl:
(by signing this form, the client authorizes Calytera to engage Vision33 to implement the changes
identified in this Change Order):
Section 1: To be completed by the Client
Name (Print):
Title:
Signature:
Date:
Appendix A
WA -Kent -Change Order
Final Audit Report 2021-09-24
Created: 2021-09-24
By: hanna larson (Hanna. Larson@granicus.com)
Status: Signed
Transaction ID: CBJCHBCAABAAYdi-VLN5nL3ElzswcUclzOsLkxD4xcSR
"WA -Kent -Change Order" History
Document created by hanna larson (Hanna.Larson@granicus.com)
2021-09-24 - 2:34:41 PM GMT- IP address: 76.113.251.14
Document emailed to Maxwell Buccelli (maxwell.buccelli@granicus.com) for signature
2021-09-24 - 2:35:32 PM GMT
Email viewed by Maxwell Buccelli (maxwell.buccelli@granicus.com)
2021-09-24 - 2:35:50 PM GMT- IP address: 180.149.21.183
E� Document e-signed by Maxwell Buccelli (maxwell.buccelli@granicus.com)
Signature Date: 2021-09-24 - 2:42:03 PM GMT - Time Source: server- IP address: 174.141.205.26
Agreement completed.
2021-09-24 - 2:42:03 PM GMT
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