Loading...
HomeMy WebLinkAboutBS&A - Milton City GA - CD RFP Response 3.27.18_FINAL Proposal for: City of Milton, Fulton County Georgia Electronic Plan Review, Permitting & Inspections Software Submitted by: BS&A Software 14965 Abbey Lane Bath, MI 48808 (855) 272-7638 Kevin Schafer Account Executive KSchafer@bsasoftware.com Closing Date: March 27, 2018 2:00 p.m. EST 2 City of Milton, GA Electronic Plan Review, Permitting & Inspections Software RFP March 27, 2018 1. City of Milton Request for Proposals Cover Page 3 City of Milton, GA Electronic Plan Review, Permitting & Inspections Software RFP March 27, 2018 2. City of Milton Disclosure Form 4 City of Milton, GA Electronic Plan Review, Permitting & Inspections Software RFP March 27, 2018 3. City of Milton Proposal Letter 4. City of Milton Request for Proposals Cover Page CONTRACTOR AFFIDAVIT AND AGREEMENT STATE OF GEORGIA CITY OF MILTON By executing t n -s affidavit; the undersigned contractor vert=es its cornpliance with O.C.G.A. § 1310- 91, stating af- r*natively that the individuai. term: or corporation which is engaged in the physical performance of services on behalf of the C t'v of Milton has registered vvfth, is authorized to use and uses the federal work authorization program commonly known as E -Verify, or any subsequent repiocernent progrorn, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91. Furthermore. -he uncle -signed con`ractor will continue to use the federal work outhorization program throughout -he contract period and the urdersigred contractor will contract for the physical performance of services in satisfaction o~ such contract only with subcontractors who present or, affidavit to the contractor with the information required by C.C.:.A.. g 13-10-91(bj. Contractor hereby attests that its federol work authorizatior: user identification number and dote authoriaotior, are as follows: 530101 gy]p.r� Number 121212013 Date of Authorization BSS&A Software Name of Contractc, Electronic Plan ReVe%.. Perrr't-iici Inspections Sof -.,-ire Name of Project Cit=, of Milton Name of Public Employer I hereby declare urder penalty of pejury tha? the foregoing is true and correct. Executed on th, Lb, 2011 in 'Pity), -A4 ;stafei_ lLix Signa ure o= Authorized Officer or Agent -lie R ce Printed Norne or c Title of Authorized Officer or Agent SUBSCRIBED AND SWORN BEFORE ME O THIS THE Z DAY OF h4 NO 4 " JB NOTARY SEAL] # , CcrrErz" hVl:y Cornrnis57on Expires: City of Milton, GA BS&A Electronic Plan Review, Permitting & Inspections Software RFP March 27, 2018 6 City of Milton, GA Electronic Plan Review, Permitting & Inspections Software RFP March 27, 2018 5. Cover Page March 20, 2018 City of Milton 2006 Heritage Walk Milton, GA 30004 RE: Electronic Plan Review, Permitting & Inspections Software We are pleased to respond to the City’s Request For Proposal. For 25 years, BS&A Software has provided software solutions for local and county government. Governmental software is not a side-light or specialty product for us – governmental software is our sole focus. Our success is evidenced with over 8,000 installations of our various software applications for customers ranging in population from 1,000 to over 1,000,000. We have hundreds of installations of our Community Development Software Systems spread throughout 17 states. The following proposal outlines our company stability and history, technology strategy, superior products, and our unparalleled implementation and support services. We look forward to your positive consideration of our proposed solution. Please do not hesitate to contact us with any questions you may have following the review of this proposal. I will be pleased to assist you, and can be reached at 855-272-7638. Sincerely, Kevin Schafer Account Executive PH: 517.641.8900 FX: 517.641.8960 KSchafer@bsasoftware.com 14965 Abbey Lane Bath, MI 48808 Toll Free: (855) BSA-SOFT P: (517) 641-8900 F: (517) 641-8960 www.bsasoftware.com 7 City of Milton, GA Electronic Plan Review, Permitting & Inspections Software RFP March 27, 2018 6. Table of Contents Section No. Section Name Page 1. City of Milton RFP Cover Page 2 2 City of Milton Disclosure Form 3 3. City of Milton Proposal Letter 4 4. City of Milton Contractor Affidavit and Agreement 5 5. Cover Letter 6 6b. Company History 8 6c. Project Team 9 6d. Experience and References 13 6e. Project Understanding and Proposed Solution 14 6f. Implementation Schedule 17 7. Appendix 20 8. Pricing – under separate cover 8 City of Milton, GA Electronic Plan Review, Permitting & Inspections Software RFP March 27, 2018 6b. Company History BS&A Software, Inc. was incorporated in the State of Michigan in 1991 with a vision of providing powerful public sector software to local government in Michigan. Our product line has since grown to an extensive list of 32 software products including a Financial Management Suite, a Property-Based Suite, Community Development Suite, and other companion products for local and county government. With the growth in products, our customer base has expanded to include municipalities in 15 states. We focus exclusively on municipal government – all 2,000+ of our clients are local government entities. One hundred percent of our annual revenue is from public sector customers. Currently, we have 575 public sector customers using the proposed applications. BS&A employs over 150 team members involved in software development, IT, sales, implementation, training and technical support. Over 50% of our staff is dedicated to the development and support of the proposed applications. We are a privately held Company, and have never been sold since our incorporation. BS&A Software is an equal opportunity employer. BS&A Software prohibits discrimination based on a person’s race, color, creed, national origin, age, sex, height, weight, religion, marital status, disability, pregnancy, genetic information, or any other characteristic. Keys to Success All of our team members are trained in providing great customer service. In order to ensure a successful system and implementation, we have identified the following objectives and strategies: 1. Implement Operational Improvements: Little is gained by simply purchasing new software and continuing existing practices. BS&A strongly believes that, while implementing a new system, numerous opportunities will arise to eliminate operational inefficiencies. Our experienced implementation consultants will work together with your team to identify and incorporate changes within their department that will allow them to “work smarter not harder”. 2. Focus on Training: A major contributor to the success of a new system is the need for a concerted effort towards initial and on-going training of staff. BS&A uses experienced trainers with accounting degrees, so that all parties are able to effectively utilize the system and features. 3. Fully Integrated Solution: The advantages of having a completely integrated solution are numerous. First, everyday activities like querying and reporting are consistent throughout a range of products. More importantly, though, an integrated solution eliminates manual and redundant data entry. 4. Implementation Experience: A project of this type requires a significant amount of effort to efficiently implement. BS&A has been involved in thousands of implementations and provides highly experienced project management and technical resources. 5. Support: Delivering the highest quality customer care is essential to your success. We consider it the highest priority of our organization. Our closed-loop feedback system between customers, tech support, and developers delivers lightning-fast resolution to any issue. 9 City of Milton, GA Electronic Plan Review, Permitting & Inspections Software RFP March 27, 2018 6c. Project Team Project Management & Implementation Planning Team BS&A Software will provide information on personnel likely to be assigned to the project. In an effort to most effectively use resources, personnel will be assigned to the project upon commencement of implementation. Name Bob Gross Community Development Database Technician Education Associate Degree Date of Hire 2009 Responsibilities Implementation logistics; data entry BS&A Project Experience Involved in numerous local and county implementations including Northbrook, IL, Peachtree City GA & North Little Rock AR Prior Work Experience 2009-2014 BS&A Software – Community Development Support Rep Name Kevin Keyes Community Development Project Manager Date of Hire 2011 Responsibilities Implementation logistics; data conversions; training arrangements, Report Designer, data and logical program testing BS&A Project Experience Involved in numerous local and county implementations including Flagler Beach, FL; Jeffersonville, IN; Northbrook, IL; Peachtree City, GA; Gulf Breeze, FL; Saginaw, MI; Warren, MI; Sterling Heights, MI Prior Work Experience 2007-2010 IBM – Software and hardware implementations, involving over 6,000 hours of on-site training 10 City of Milton, GA Electronic Plan Review, Permitting & Inspections Software RFP March 27, 2018 Name Jeremy Latuszek Community Development Project Manager Education Bachelor degree in Marketing Date of Hire 2008 Responsibilities Implementation logistics; data conversions; training arrangements, Report Designer, data and logical program testing BS&A Project Experience Involved in numerous local and county implementations including Northbrook, IL; Gulf Breeze, FL; Suwanee, GA; Jeffersonville, IN; Skokie, IL Prior Work Experience 2008-2012 BS&A Software – I.T. Support Implementation and Training Team BS&A Software will provide information on personnel likely to be assigned to the project. In an effort to most effectively use resources, personnel will be assigned to the project upon commencement of implementation. Name Rob Burritt Director of Implementation and Training Education Bachelor of Applied Science in Accounting Date of Hire 2011 BS&A Project Experience Involved in numerous local and county implementations including Clinton Charter Township, MI; Shorewood Village, WI; Marquette, MI; Jacksonville, AR: Grand Haven City, MI; and Westland, MI Prior Work Experience 2006-2011 2000-2006 RTS Consulting, Inc. – Senior Client Manager; Installed and configured software systems, training, provided recommendations for new software procedures TCI Solutions/Retalix Ltd. – Manager/Professional Services; Training on new software procedures, software implementation, consult and coordinate with analysts Name AJ Wood Community Development Trainer Education Bachelor Degree in Finance Date of Hire 2015 Responsibilities Implementation, Training & Support of BS&A Software Community Development Systems BS&A Project Experience Involved in local and county implementations including Northbrook Village, IL; Town of Salem, WI; City of Greenfield, WI; City of Alachua, FL; Village of Skokie, IL 11 City of Milton, GA Electronic Plan Review, Permitting & Inspections Software RFP March 27, 2018 Name Cindy Baran Community Development Trainer Education Bachelor’s degree in Entertainment, Sport, and Promotion Management Date of Hire 2016 Responsibilities Implementation, Training & Support of BS&A Software Community Development Systems BS&A Project Experience Involved in numerous local and county implementations including: Grand Haven Township, MI; City of Greenville, MI; Round Lake Beach, IL; Village of Gilberts, IL; Village of Elburn, IL; City of Flint, MI; Village of Island Lake Prior Work Experience 2014-2015 2013-2014 2001-2016 Macomb County’s Medical Care Facility – Admin Support Northwood University – New Student Coordinator Professional Figure Skating Coach Name Kelly Garner Community Development Trainer Education BBA degree in Public Administration and Political Science Date of Hire 1996 Responsibilities Implementation, Training & Support of BS&A Software Community Development Systems BS&A Project Experience Involved in numerous local and county implementations including Leslie Township, MI; Village of Biscayne Park and El Portal, FL; Redford Township, MI; City of Swartz Creek, MI Prior Work Experience 1996-2012 1993-1995 BS&A Software – Training/Support of property applications City of Battle Creek – Property Appraiser Name Kyle Schian Community Development Trainer Education Bachelor Degree in Finance & Business Administration Date of Hire 2015 Responsibilities Implementation, Training & Support of BS&A Software Community Development Systems BS&A Project Experience Involved in numerous local and county implementations including: City of Victoria, MN; Village of Skokie, IL; Village of Park Forest, IL; Village of Lincolnshire, IL; City of Overland, MO; City of North Little Rock, AR; City of Woodstock, GA; Town of Medley, FL Prior Work Experience 2015-2016 2014-2015 BS&A Software – Financial Management Support Intern Nolan Transportation Group – National Accounts Manager 12 City of Milton, GA Electronic Plan Review, Permitting & Inspections Software RFP March 27, 2018 6d. Experience and References Customer Woodstock City, Cherokee County, GA Contact Person Robert Porche, Chief Financial Officer Phone / Email (770) 592-6000 rporche@woodstockga.gov Address 12453 Highway 92, Woodstock GA 30188 Contract Date 2015 Modules AMG - Building Department, AMG - Employee Self-Services, Accounts Payable, Building Department, Business Licensing, Cash Receipting, Fixed Assets, General Ledger, Human Resources, Payroll, Utility Billing Population 26,000 Converted From Database Setup Project References Project Manager: Phone: Other Team Members: Kevin Keyes 517-641-8900 Bob Gross, Kyle Schian Customer City of Douglasville, Douglas County GA Contact Person Karin Callan, Finance Director Phone / Email (678) 449-3076 callank@douglasvillega.gov Address 6695 Church Street, Douglasville, GA 30134 Contract Date 2017 Modules AMG - Building Department, Accounts Payable, Building Department, Business Licensing, Cash Receipting, Fixed Assets, Filed Inspection, General Ledger, Miscellaneous Receivables, Purchase Orders, Utility Billing, Work Orders Population 33,252 Converted From SunGard Bi-Tech Project References Project Manager: Phone: Other Team Members: Kevin Keyes 517-641-8900 Bob Gross, Jeremy Latuszek, Kyle Schian Customer City of Peachtree Corners, Gwinnett County, GA Contact Person Brandon Branham, Accounting Manager Phone / Email (770) 609-8818 bbranham@peachtreecornersga.gov Address 147 Technology Parkway NW, Suite 200, Peachtree Corners GA 30092 Contract Date 2014 Modules Building Department, Field Inspection, Work Order, AMG-Building Department Population 31,704 Converted From Database Setup Project References Project Manager: Phone: Other Team Members: Kevin Keyes 517-641-8900 Bob Gross, Jeremy Latuszek 13 City of Milton, GA Electronic Plan Review, Permitting & Inspections Software RFP March 27, 2018 6e. Project Understanding and Proposed Solution  Describe the system’s ability to meet the scope requirements outlined Section 3. We are able to meet the scope of requirements as outlined, with the exception of the items noted below. 3.1 – General System Requirements – Tyler Incode Integration: We have an export available to provide Journal Entry information to Tyler Incode. 3.1.1.m – Password Security: BS&A supports integration with Active Directory users, allowing access to all password security features in Active Directory. 3.1.1.p - Operating Systems: The BS&A .Net client-server applications require a Windows platform. AccessMyGov is accessed via web-browser and is OS-independent. 3.1.2.e – Automated verification of application pre-requisites 3.1.2.e.ii – Code Enforcements can be tracked in BS&A. No data validation exists with Accela or GoEnforce. 3.1.2.e.iii – No data validation exists with Tyler Incode. 3.1.2.e.iv – No data validation exists with Tyler Incode. 3.3 – Plan Review The BS&A applications do not directly offer electronic plan review, instead we integrate with Bluebeam. These services can be purchased through Bluebeam, for which we have included pricing. Bluebeam meets the included requirements with the following exceptions. 3.3.p – Bluebeam does not utilize a pre-built comment library. 3.3.v – Bluebeam does not have the ability to provide a code comparison. GIS Capabilities: Can integrate with ESRI ArcGIS SDE or can import shape files. The integration allows for a direct link between your data and GIS maps, giving you a powerful tool to view data, plot various datasets, and quickly view neighboring accounts. Laserfiche: We are currently in the process of building integration with Laserfiche, but this functionality is not yet available. It is anticipated this functionality will be available prior to the City’s go-live. 14 City of Milton, GA Electronic Plan Review, Permitting & Inspections Software RFP March 27, 2018 Other Exceptions Section Explanation of Exception Sample Contract – Section I, Paragraph D For sake of Clarity, the terms of this paragraph would not apply to the renewal of maintenance and support, as shown in Paragraph 10.2 of our Standard agreement, included in this response which has been used with numerous customers in the state of Georgia. Sample Contract – Section II, Paragraph B (First Paragraph B) BS&A cannot agree to the stated provision that, “If the Parties cannot reach an agreement on the terms for performing the changed work within a reasonable time to avoid delay or other unfavorable impacts as determined by the City in its sole discretion, City shall have the right to determine reasonable terms, and Contractor shall proceed with the changed work.” Sample Contract – Section IV, Paragraph G The indemnification requested by the City here would be subjected to the Limitation on Liability, as shown in Paragraph 14 of our Standard agreement, included in this response. Sample Contract – Section IV, Paragraph I(8) As shown in Paragraph 3.1 of our Standard agreement, included in this response, any warranty claim must be made within a period of one (1) year. Sample Contract – Section IV, Paragraph O Costs for on-site meetings, and travel, to be billed at standard rates.  The database shall be built on a SQL server platform. All of our programs are built with the Microsoft .NET software development platform using the latest tools available and work with SQL Server 2008 or newer, linking together using a database grouping method.  Describe how our data can be imported to or exported from the system. We have the ability to interface third party software with several of our applications using built in generic import/export features.  Specify the number and types of users who can use the system, along with cost breakdowns for different numbers (if applicable). Based on current staffing levels, City of Milton sees a need for twenty (20) concurrent users. The system allows for an unlimited number of concurrent users.  Describe the types and hours of support available to users. Identify minimum response times for major problems (e.g., on-site support within 4 hours). Support shall include but is not limited to free software upgrades, patches, scripts, etc. Our support staff is available Monday through Friday between 8:30 a.m. to 5:00 p.m., Eastern Time. The average response time is less than 15 minutes, and 95% of our support requests are contacted in less than 30 minutes. Our support program includes program updates/ enhancements that are made available to all current customers. Based on client requests, regular program updates are available for download on our website. The cost of these updates is included in the annual support and maintenance fee. 15 City of Milton, GA Electronic Plan Review, Permitting & Inspections Software RFP March 27, 2018  Describe the system’s ability to grow in size as Milton grows, For example, what changes would be needed in the future as the City’s population and associated staff and assets grows? Note if there is an upper limit that would require a substantial upgrade. The system is scalable via two primary methods: System Architecture and Database Engine. Using Micros SQL as the database engine provides for enterprise level data scalability capabilities. The system support virtually an unlimited amount of storage (4 TB) and processors (up to 320 logical processors). The System Architecture also enables scalability, both through licensing and support of Virtual Server environment. Using Virtual servers, it is possible to add additional server capacity, without affecting the existing environment.  Specifically note the system’s ability to handle additional users without a negative impact on performance. From a licensing perspective, BS&A offers unlimited scalability. Every product that we offer is provided as a site license. Today, you can deploy the software to one department or ten, with no additional licensing costs. As future needs grow, the existing software modules can be made available to additional departments.  Describe the amount and type of training included in the proposal. Provide line-item costs for training activities and options. It may be desirable to have a kick-off training session and then a follow-up several weeks or months into use. Identify support numbers, emails, on-line references, training manual etc. that are available. Describe successful implementation processes used in similar sized municipalities. On-Site Classroom Training BS&A will provide the existing documentation, training manuals, and texts to assist in the training process. The application-specific training materials are further broken down by process, so that it is possible to pick and choose materials appropriate for the particular training session. The training materials provided can be used, copied, combined and/or distributed for any City training sessions. End User Training The estimated number of training days for end user training for City staff on all software modules: Software Setup Days: 1 Building Department .NET Days: 30 Field Inspection .NET Days: 5 Citizen Request for Action .NET Days: 3 AccessMyGov – Building Department Days: 2 Post Go-Live Days: 2 Total: 43 If necessary, additional onsite training or support is available for $1,100/day plus applicable expenses. Alternatively, remote web training is also available for a fee of $160/hour. Several user group meetings are scheduled throughout the year. Meetings are held at our training facility in Bath, Michigan and are complementary to our customers. Webinar participation is available for those unable to attend the user group meetings in person. Additionally, videos of these meetings are available on our website shortly after the meeting takes place. 16 City of Milton, GA Electronic Plan Review, Permitting & Inspections Software RFP March 27, 2018  Describe the security features associated with the system. Each user is either set-up directly in the BS&A Administration system or imported from Active Directory. Access can be provided as “Read Only,” “Custom,” “Administrator” or “No Access” to each module. “Custom” access includes detailed functional security control. For example, in reporting, each user can have separate access to: Add, Back-up, Delete, Edit, Import, Modify, Print, Rename, Restore, Run, and Create/Edit Report Profiles. Similar functional security controls are available for every function. By defining “Custom” access it is possible to granularly set the functional access for each employee. The software also has the capability to support User Groups. This allows for defining group security settings which are inherited by all members of the group. This makes it very easy to define security settings for core user constituencies.  Describe the type and duration of warranties provided with the system. Money Back Guarantee: BS&A is so confident in our ability to provide quality software, that we provide you with a guarantee. If you are not satisfied with a BS&A product at any time during the first year, simply return it and we will refund 100% of the price of the software.  Separately identify any proposed features above and those sought through this RFP, but which you wish to propose as adding value for the city. N/A 17 City of Milton, GA Electronic Plan Review, Permitting & Inspections Software RFP March 27, 2018 6f. Implementation Schedule Proposed Implementation Schedule The following Sample Implementation Schedule details the overall implementation timeframe and schedule of events. The dates, times and order of events are subject to change based on availability of the City and BS&A staff. This will be determined at the kick-off meeting should BS&A be the selected vendor. BS&A guarantees that the system will be fully functional according to the completion document once finalized at the commencement of the project. Task Responsible Parties (Bold is Primary) Start Duration Initiation Activities Conduct Kick-off Meeting BS&A and City 1 month post signing 1 day Review Project Scope and Project Management Process BS&A 1 month post signing 1 day Establish Project Meeting Schedule BS&A and City 1 month post signing 1 day Assemble BS&A Project Team BS&A 1.5 months post signing 1 day Assemble City Project Team City 1.5 months post signing 1 day Create Initial Project Timeline BS&A & City 1.5 months post signing 1 day IT and Data Conversion Activities Meet with City IT Staff to review Hardware Configurations BS&A and City 5 months pre go-live 1 day Extract Preliminary Data from current System BS&A and City 5 months pre go-live 1 week Conduct Data Mapping and Develop Data Conversion Routines BS&A 5 months pre go-live 1 month Conduct Review of Converted Data BS&A and City 4 months pre go-live Approx. 1 day Install Programs BS&A 4 months pre go-live 1 day Knowledge Transfer Conduct On-site Process Review Meeting BS&A and City 3 months pre go-live 2 days Conduct Analysis of Current Forms BS&A and City 3 months pre go-live 1 day Conduct Review of Required Reports BS&A and City 3 months pre go-live 1 day Conduct Analysis of System Interface Requirements BS&A and City 3 months pre go-live 1 day Develop Best Practices Recommendation BS&A 3 months pre go-live 1 day Approve Recommendations City 3 months pre go-live 1 day Provide Consulting and Assistance with Chart of Account Redesign BS&A 3 months pre go-live 1 day Implementation Create Forms BS&A 0-2 months pre go-live 2 days Create Reports BS&A 0-2 months pre go-live 2 days Conduct Acceptance Testing City 0-2 months pre go-live 2 days Conduct Final Data Extraction City 1 week pre go-live 2 days Convert Final Data BS&A 1 week pre go-live 2 days 18 City of Milton, GA Electronic Plan Review, Permitting & Inspections Software RFP March 27, 2018 On-site Set-up for Users & Configuration Items BS&A 0-1 month pre go-live 4 days Training On-site Training BS&A and City 0-2 months pre go-live Varies Post-Project Activities Post Project Review & Assessment BS&A and City 1 month post go-live Varies Post Implementation Follow Up Training BS&A and City TBD TBD Project Management A member of our Project Management and Implementation Planning team will be assigned to coordinate your project. Our consultant will oversee the implementation process, schedule all necessary meetings, data transfer and conversion, and schedule training. All training proposed will be performed onsite at your offices. Coordination, documentation and communication will be provided throughout the project by way of Microsoft SharePoint. System Design and Documentation BS&A is responsible for creating a Recommended System Design and Configuration. This will be accomplished by conducting an in-depth, on-site review of your existing process. The output of those reviews will be a set of recommendations and associated system design and configuration document. It is the City’s responsibility to review, approve and/or adjust that design. Some parts of BS&A’s recommended design, may be items that the City wishes to implement in the future. We will work with you to come up with a design that optimizes efficiencies, but takes into account your current practices, policies and procedures. This will be provided to the Stakeholders electronically and reviewed during on-site configuration/design review meeting. The outcome of that meeting and subsequent discussions, will be to agree on a final system design/configuration. Software Installation Programs will be installed by BS&A for testing and learning purposes. This is informal and simply allows users to play with the applications prior to formal training. Data will be installed at a later date. This allows time for the staff to become familiar with the applications and review tutorials prior to formal training. Data conversion Data conversion is the single most important aspect of any system implementation. We do not force you to provide us data in a pre-defined format or go through a complex process to create data mapped to a specific structure. Instead, we simply ask you to provide us with ASCII data (preferably MS SQL or Access), and we will take ownership of the conversion process. And, we take all the risk of data conversion, by providing you with “not to exceed pricing.” If the conversion takes more work than expected, we will complete the additional work at no additional charge to the City. Of course we will require your help in running reports and validating that data is converted correctly, but it is our job to handle the conversion process – you just help make sure we get it right. Data Conversion Process In the course of bringing hundreds of municipalities onto our Community Development software we have fine-tuned our data conversion process to minimize the work on your part and maximize your ability to access past data. We have experience converting data from numerous different legacy systems. We understand that your current software is ‘Meritage.’ 19 City of Milton, GA Electronic Plan Review, Permitting & Inspections Software RFP March 27, 2018 Preliminary Data Conversion/Mapping One of the first key activities in the project is to get an initial copy of your data. BS&A consultants will map your existing data into the appropriate fields within BS&A. This mapping will be used to drive the development of our data conversion routines. After a preliminary conversion is developed we will interrogate the data and make sure it balances. Data Review Once we have converted the initial data, it will be installed on-site for review by your transition team and BS&A staff. Together, we will walk through the data – you are the experts on the information and we are the experts on our system. Any deficiencies in the raw data and/or conversion process are identified and addressed. An evaluation is also made of any missing pieces in the data that cannot be converted electronically. BS&A staff will often enter critical items to reduce your workload during the busy transition period. This data will remain on your test system for evaluation throughout the remainder of the process. If necessary, this step will be repeated until we have the data conversion approved. Final Conversion Just before the “Go Live” date for a particular application, we will again extract a copy of your data. In this case, it will be data that includes all the latest transactions. We will re-run our conversion and load the data on-site into the appropriate BS&A application. Scope of Data Conversion The cost proposal identifies conversion costs. The scope of those conversions is estimated in the below table. Exact scope will be determined following a review of the available data. Application Scope of Conversion Building Department Property Information, Open Permits and History data Product Testing The converted data will go through a Quality Control test. BS&A will first review/test the data, and then pass it to the City for their review and critique. The recommended approach to the following types of testing is: 1) System Testing 2) Integration Testing 3) Stress/Performance Testing Go-Live The final phase of the project you are running BS&A as your primary system. BS&A will be on-site during these Go-Live periods to help quickly resolve any problems that may arise. At the conclusion of this phase, we will transition you to our support team. 20 City of Milton, GA Electronic Plan Review, Permitting & Inspections Software RFP March 27, 2018 7. Appendix