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4.14 4.14 SERVICES\Municity—Integrated Parcel Management SaaS Software—Laserfiche—Establish Capital Project—1-23-2023 RESOLUTION AUTHORIZING ENGAGEMENT OF MUNICITY SOFTWARE CONSULTING ASSOCIATES FOR INTEGRATED PARCEL MANAGEMENT SAAS, PURCHASE OF LASERFICHE USER LICENSES FROM ICC COMMUNITY DEVELOPMENT SOLUTIONS AND ESTABLISHMENT OF CAPITAL PROJECT NO.: 245 RESOLUTION NO.: ,2023 INTRODUCED BY: WHO MOVED ITS ADOPTION SECONDED BY: WHEREAS, the Queensbury Town Clerk, Town Community Development Department and Town Building and Codes Enforcement Office have recommended that the Town Board consider engagement of Municity Software Consulting Associates (MSCA) for services relating to implementation of Integrated Parcel Management SaaS software as the Town's current software system has been found to be inefficient and incompatible with the Town's current needs relative to production, processing, tracking and long term file storage for permits, inspections, approvals and decisions and lacks the ability to communicate cross-Departmentally, and WHEREAS, upon discussing the matter at a Town Board Workshop on December 14th, the Town Board wishes to authorize the services of MSCA related to Integrated Parcel Management SaaS for an amount not to exceed $147,950 in accordance with MSCA's November 4, 2022 Software Proposal presented at this meeting, and WHEREAS, as also recommended by Town Staff, the Town Board wishes to authorize the purchase of three (3) additional full Laserfiche licenses from ICC Community Development Solutions (formerly known as General Code CMS LLC) in order to provide additional required access to the Integrated Parcel Management SaaS software for an amount not to exceed $4,840 in accordance with ICC Community Development Solutions' Pricing Quote Dated December 8, 2022 and Change Order 4QU1252_01172023 presented at this meeting, and WHEREAS, the Town Board wishes to fund such services and purchases from Capital Reserve 464 and in accordance with New York State General Municipal Law §6(c), the Town Board is authorized to withdraw and expend funds from Capital Reserve 464 subject to permissive referendum, NOW, THEREFORE, BE IT RESOLVED, the Queensbury Town Board hereby authorizes and directs the engagement of Municity Software Consulting Associates (MSCA) in accordance with MSCA's November 4, 2022 Software Proposal substantially in the form presented at this meeting related to the purchase and implementation of Integrated Parcel Management SaaS, with payment(s) for such software and services not to exceed $147,950, and BE IT FURTHER, RESOLVED, that the Town Board further authorizes and directs the purchase of three (3) additional full Laserfiche licenses from ICC Community Development Solutions for the total amount not to exceed $4,840 in accordance with ICC Community Development Solutions' Pricing Quote Dated December 8, 2022 and Change Order 4QU1252_01172023 substantially in the form presented at this meeting, and BE IT FURTHER, RESOLVED, that such services and purchases shall be funded from Capital Reserve Fund No. 64, such expenditures being for a specific capital project for which the Capital Reserve Fund No. 64 was established, and BE IT FURTHER, RESOLVED, that the Town Board further authorizes and directs the establishment of Municity Integrated Parcel Management SaaS Software Capital Project Fund No.: 245 and authorizes and directs the Town Budget Officer to transfer $152,790 from Town Capital Reserve Fund No.: 64 to fund such Capital Project Fund No.: 245 and establish appropriations and estimated revenues as follows: • 001-9950-9030-0064 Transfer to Capital Project- $152,790 • 245-0000-55031 Interfund Transfer - $152,790 • 245-1680-2032 Computer Software - $152,790 and BE IT FURTHER, RESOLVED, that the Town Board further authorizes and directs the Town Budget Officer to amend the Town Budget and make any other adjustments, budget amendments, transfers or prepare any documentation necessary to establish such appropriations and estimated revenues, and BE IT FURTHER, RESOLVED, that the Town Board further authorizes and directs the Town Supervisor to execute any needed Agreement(s) between the Town and MSCA and/or the Town and ICC Community Development Solutions in form to be reviewed and approved by the Town Supervisor, Town Budget Officer and/or Town Counsel and/or any other documentation, and the Town Supervisor, Town Clerk, Town Counsel and/or Town Budget Officer to take all actions necessary to effectuate the terms of this Resolution, and BE IT FURTHER, RESOLVED, that this Resolution is subject to a permissive referendum in accordance with the provisions of Town Law Article 7 and the Town Board hereby authorizes and directs the Town Clerk to publish and post such notices and take such other actions as may be required by law. Duly adopted this 23rd day of January, 2023,by the following vote: AYES NOES ABSENT: e'- I d. lk ,a v bg '..w .y xYe• ;,�,y ..rnwM1 il.n, ...',y r y .. �. .. ••t..e. �f ?'f � .. AbFr. R. K • ' __ lnasr_t ' e q y�r y J!f y 1-17_ 3 ■ M • s i r * i • I"C 1 ` Town of iQueensbury, New York CONTENTS Customer !Needs And Requirements.... .. ...... ......I ........... ....... ........................ ..................... .. .. .. . 3 Municity Product Overview ................. ......................................... .... ........ .......... ................ ...... ................ 4 Stage1 — Municity 5 Implementation................ ............. .................................... ...................................... 5 Municity5 Programs of Work ... ... .. .................. . ..................... ....... .. ...................... ................. ...... .......... 10 OPTIONAL COMPONENT: Municity Connect Implementation .... .. .......... .......... ............ .......... ............... 14 Optional Component: Municity Connect Programs of Work................................. .. ...... .......... ............... 15 Optional Integration: ICC Code Connect API ...... .....................................................I...............,.....,....... . 18 Investment Detail & Options ...................... .......................... .......... ............ ........ .. ......................I........ ... 23 Authorization & Agreement......................11-11,.........4. ..... ..P........... ........W....W.1.1..—w.................................. 27 Appendix A - Municity'' Minimum Specifications ............ .. .... ................................ ........ ................... .... . 30 Appendix B - General Municity Service Level Agreement ...... ............... ................. .......... ...... .... ............ 32 Appendix C — Municity training Example .......................... ............................................ .. ...... .. ................ 35 Appendix D — Sample Change Order...... ................................ .......... ............ .. .. . .........,...,.... ............. 38 "AM i :x P L COMMUNITY DEVELOPMENT November 4, 2022 „m SOLUTIONS Town of Queensbury, New York CUSTOMER NEEDS AND REQUIREMENTS In an effort to enhance and improve their legacy process, the Town of Queensbury is wishing to utilize Municity 5 and its offerings to increase efficiencies — not only for the Town team via the Desktop & Mobile tools, but also with the consideration of adding an easy-to-use online system for the constituency through Municity Connect. Details of the project are listed below. + Summation of the key project data. o Which programs of work apply to this situation based on the need's assessment ■ Applications to Certificate ■ Code Enforcement ■ Optional: Planning, and Zoning Applications ■ Periodic Inspections ■ Assets and Inspections ■ Vacancy and Landlord Rental/Registration ■ Optional: Municity Connect (specific POW to Connect listed below) + Application Submit/Pay • Inspection Requests + Issue/Corn plaint Reporting. * Vacancy and Landlord/Rental Registration Submit/Pay o How many departments are involved and which ones? ■ Building and Codes, Fire Marshall, Clerk, Planning & Zoning o How many in-office users will be on the system and how many mobile users will be required ■ ( 18) Desktop Users ■ (9) Mobile Users o How many different software programs will integrations be needed for? ■ MUNIS Financial System — extract from Municity 5 for MUNIS, matching fee codes and providing transaction summaries, export frequency TBD ■ Laserfiche® Document Management — allowing for pushing and pulling of documents between Laserfiche'O and Municity 5, as well as viewing the Laserfiche® repository from within the Municity 5 media tab of a selected entity, ■ RPS Parcel Updater — County Assessor Parcel Updates ■ Optional: VPS Payment Processor — for credit card payments online via Municity Connect, as well as credit card payments via card reader for Municity Desktop ■ Optional: ICC Code Connect — Access to up to 20 ICC Code Book titles from Municity 5 interface for easy citation, reference, etc. o Is there legacy data that needs to be converted and imported into Municity S? ■ Tyler Energov/Govern o Does the Town have digital Municipal Code they would like to import? ■ eCode3600 �.� COMMUNITY ■� DEVELOPMENT 3 November 4, 2022 ■�� SOLUTIONS Town of Queensbury, New York MUNICITY PRODUCT OVERVIEW THE MUNICITY SUITE The Municity Suite is a set of hosted software products that work together to provide your municipality with the best functionality that serves the needs of each user and usage environment. At the core of the system is a Microsoft SQL database that contains all your municipal data — parcels, owners, building permits, violations, variances, fees, etc. All of the modules of Municity access and update this database in real-time so there is no synchronizing required or lag time between activities. Municity 5 is the web-based interface for Municity which provides users access to all Municity data anywhere with an Internet connection, as well as some enhanced functionality like advanced analytics and reporting. Municity S also includes advanced GIS capabilities that enable you to visualize all your parcel data, permits, complaints, inspections, etc, via a geographical (map) interface. Municity Mobile combines the ease of use of a tablet or smart phone with the power and functionality of Municity. Users can complete inspections, issues stop work order or violations, take photos, or just access any Municity data necessary to be as productive as possible in the field. Finally, the Municity Connect module allows the municipality to extend the information from the Municity database to a public website, reducing calls and foot traffic into the office. Optionally the Municity Connect module can be utilized to accept on-line permit application and issue reporting, allowing users, via a log-in, to track the status of their applications and permits. ICC Community Development Solutions staff will preload the data information provided by the Town into the Municity software. This includes parcel data, fee schedules, mapping integration, zones, and historical data conversion (permits, complaints, etc. — this may be quoted separately depending upon the volume of data). The included standard forms and reports will be updated to include your municipality's logos and standard text. Configured forms and reports can be created at an additional cost. V ► ,....� �s - - ` KI COMMUNITY DEVELOPMENT 4 November 4, 2022 ■�� SOLUTIONS f crniri.,5enc+N COe.;1.<S;L± Town of Queensbury, New York STAGE 1 - MUNICITY 5 IMPLEMENTATION MUNICITY 5 — WEB BASED MUNICITY: Parcel Information - Search for parcels by owner, address, parcel number and then view all parcel assessment information, including owner, owner's address, zoning, property class, acreage, etc_ Municity captures full property history, including ownership changes and historical ownership information. Contact Management — Fully integrated contact manager allows you to track all your contact information, including contractor insurance, worker's comp. and basic licensing. Permitting - The permitting module of Municity allows users to track all activities on a permit including permit type, status, construction cost, contractors, inspections, fees, and tasks. The permit editor is extremely flexible and can be configured by the users to display the information they require and arrange it in the order they find most convenient, Permit Wizard far- 563 06 125 T`:pe� Status Perlr rE Numoer REi%j O: I�'\ - 1."1TEgi^R w Fe�1L]i^lu "' ':I' - Application Cate ?ern-:It a:e Expiration pate: Assignea Tc' to 7 Group a: Construction CCSt- Square Fcctage: Reslaen ire rCenrerclal: - - _ nescriptrcn (=e-+ h :-.u' tel' tC 05. t rec.^a s. "'.tr. -e rpr ys; srw.e. O+.vner ,' 'enanti AopIicant Fum"Ma Rp1e Phone Ewen sapllcant Oe!ete '::I I'em ?,bn ers O'TrIJE< Add Fees? Fee Type Derscrisbon Pais Date paid R#t Type cnecc c Rena " •__ '_:0'a$"s -T:cD ✓ c:] Total pt:e: S25,025.CC Tatar Paid: $25,025.CC Add Irlsuectlrans? :nspect:on -rvpe Scn Me Star' Tire LI De} Inspactor Ru-3--rt. ELEC""Re�.:t. R7:!GK r Municity 5 — Permit Creation Wizard mmm COMMUNITY DEVELOPMENT 5 November4, 2022 SOLUTIONS Town of Qveensbury, New York Permit Inspections -- Full tracking and scheduling of inspections, including checklists, documents and pictures. Pre-defined inspection templates can be created for each permit-type to ensure all inspections are completed before a permit is closed. Permit Fees — Track all fees related to each building permit. Permit Tasks-- Assign tasks/prerequisites that have to be completed prior to permit issuance. Create tasks based on templates and automatically assign them to the responsible parties. Get notification when tasks are completed. GIS — The GIS capabilities in Municity 5 enable the visualization of all of your Mun!city data via a geographic interface. Municity GIS utilizes geospatial layer data from a variety of sources (the municipality, the County, the State and even some generally available layers from the federal government). :li �, qry Kev +u+en:e'eD'�tN FOIL. h "1 ...1, _U .... .. 11'`,. COMMUNITY �f DEVELOPMENT 6 November 4. 2022 SOLUTIONS i n ri is-1:i;n ie..ri G:Ju rN:;_v Town of Queensbury, New York Workflow — Configure your permit/application workflow to your liking, Permit Templates allow users to define processes (reviews, inspections, fees, etc.) based on permit type. Appointment Calendar — Appointment Calendar for scheduling of inspections. With appropriate user rights you can view multiple inspectors from one calendar and re-assign or re- schedule inspections. Completing ins peck ions from the calendar automatically completes the inspections on the associated permit. v'>eercn < r. r 06 March 2019 >., . .,. L6 3a;o--.oa.., I-. AM _:Rrt o:r J iel c'. A C In c..rn- .� e--v Jns i Code Enforcement - Track all complaint activity including issuance of violations based on the municipal code, state building code or fire code_ Create summonses, track court appearances, levy fines, and attach pictures and documents. Create documents such as notice of violation, accusatory, affidavits of service. MISSION Pd s - ss.I rn.TF.' a Media \I II ICE OF C 6W MAI tiT 5 NdI I"4InL: .. : I n.m MITI .. . . -i ft. JJ•u.l.J p e.,..r M1r I AL' rru [Wr!Y Fqv fWr ilrtl i.lrr N!E 4nf0mdl10n y.�� Hxro: r,n:ce'o-*+Iwnxlxw3i . ' a -..c.. UaluhS MIC: tl3 tl3:I� P3 tl3 ar•. •, ..s.. -, 1JpIpfJE98r CJN+'bOIIkY: 03'W ]I NMI a... iMunicity 5 Complaint — Notice Printout N COMMUNITY LM DEVELOPMENT 7 November 4, 2022 Mai SOLUTIONS Town of Queensbury, New York Media — Attach any electronic files to your parcels, permits, inspections or complaints. Upload pictures, documents, PDF files, and videos and then rearrange into subdirectories. Print or email the files. View all pictures in a slideshow, add notes, or download to your computer. Please Note: Standard implementation includes 100 Gig of storage space for documents and Pictures. Additional Storage can be purchased in 100 Gig increments for $250 per year. Dashboard / Analytics - View all the latest activities of your department, such as applications submitted, permits issued, complaints issued, inspections completed, tasks assigned, etc. Configure the dashboard to your preferences by choosing from a variety of graphs and data views. ar,h Ivy o.1'.:-Dr :clo•rv: ::+CL`.y.v.: Pa 7"ty Ji tea er O d Seal ch r Ad ir'• A; .n L?r:vE:\3i Area Varw..ce PENDING 6478 c:'>1rg' oI L'r Pp 9:e'r IS. Grn lR HaumPb MI-Pr t4I L1•1 LOT U!'e >[Iu gmen[ PE N:,S[N(-, SE= 'O D31 Pro"P:1 Ca•2^:d' r.3rd P5[ L9r E:'Y Ad. 5 tmwrt AEXOING 3204 Pateietf Wdy PW e-q :]as t�gvtl lOh'1 GIx9 Suhen'•s a9 subdwiUO:. . Vvlo: PE`IDltaG 55 3 Qr-pct mod D: Pro,ec[ M ka,5 Lm L i)e >4:At. Lo[ U-2^IJ 57:r.ent DENIED Gs"a fa sepi- Pe D1 PrgLt; hty NE a House Ne:v Cu'15vL.uan PE'v DtiG 8']3 M e1Or id Pra:ea ti;ty iubn''+txie- - 1,:wl'r PENDIIG S77T isr"As de Rd Pro,,4a -C3•Pe=�'IN Now ioR Ne':f Const r..Cr 4n PF.N' 1tiG 45-- '1 P3111otS'N3y Project rq iw 16vs. TwatinF PENZdngG b2to P.r[riot, 'Nab Pro:ea RO-Y'1n;:pf P'ol'c[ G]1 L6T U1'e Ap o.+imp1'i PSNaIYG SSOC A�der%Q^ Ave Pr0 a'ct P:ios Bar@Pr! -op t15P '✓ar .ante PENDING ei 7910 ce prwo, :)r Pr94(c P r., imiYh 4cac P,tl;ec[ Lc[ L1'+C '],t.i:m@^[ Pe1}1\•G BreckSs ll=T+ci Pro,E[t =u aV: :ea Aled- j'ta•'{4 PEL.DI'"G CI'GPea Ar Q1 Pr9ea 'S>r GL:n>c Municity 5 - Dashboard Print Outs — Municity 5 is delivered with several standard printouts. These documents include: • Parcel Information / History / Title Search. « Daily Inspection Schedule. • Permits. 0 Complaint Notice. 0 Approval / Denial Letters. 0 Accusatory / Affidavit. 0 Certificates (CO, CC, Temporary CO). a Summons / Appearance Ticket • Inspection Results (Passed / Failed Letter). Reports — Municity 5 comes standard with the following reports: • Applications Submitted a Resolved Complaints / Violations Permits Issued a Inspections Completed a Permits Issued w/ Cost of Construction • Overdue Inspections • Expired Permits + Fees Collected • Certificates (COs/CCs) Issued • Unpaid Fees * Temporary COs Issued • Ad hoc reporting * Complaints / Violations issued a Open Complaints / Violations Additional custom reports available for an additional fee. NNW COMMUNITY DEVELOPMENT 8 November4, 2022 SOLUTIONS Town of Queensbury, New York MUNICITY MOBILE: The Municity Mobile application allows users to interact directly with the Municity database via most Android, iOS, and Windows-enabled devices. There is no need to synchronize once you get back to the office — you are working with live data. Google Chrome is the preferred browser. il --- -------- • Create Complaints, Appointments, Violations, and more. • Schedule and complete inspections. • View your inspections schedule in a list or calendar view. Pull up information on any parcel in your municipality. Map Assets and Work Orders ------------- ----- - --- • Search for items and parcels in the database using the advanced search option. • Search items can be projected on the map 'Wolm P. and color-coded based on status. tI I 4p. 4 COMMUNITY DEVELOPMENT 9 November 4, 2022 MW SOLUTIONS IffiNq FoqmoH OLVfwoo CMe _ Town of Queensbury, New York MUNICITY 5 PROGRAMS OF WORK Municity provides a variety of functionality to streamline and automate important aspects of the Building, Planning and Zoning functions within a municipal government. The Programs of Work can apply to one department, or it can be spread across multi pie departments depending on how the government operation is structured. Following are each of the current Programs of Work within Municity 5 along with descriptions and the processes supported in each of the POWs. Programs of Description Processes Within Work ProgramOf • Processing Permit Application Application Review Tasks To identify, approve, track, and monitor building changes/enhancements to parcels/structures in the Tracking Application Fees .Municipality Inspection and Re- Application to inspection for Permitted Certificate Work and Closing of a r Receiving applications and processing them through to approval, generating permits, Permit completing inspections, and issuing certificates Certificate Issuance • Mobile application (Inspections) [if mobile is included] To identify, approve, track, and monitor planning • Processing Application and zoning changes/enhancements to parcels in the Municipality Application Approval Tasks Planning and and Meetings Zoning Receiving applications for planning and Zoning Applications related items such as variances or subdivision and Tracking Application Fees processing them through to approval, As well as tracking related meetings, tasks, escrow and bond 0 Tracking Project Escrow and accounts Bond Accounts • Tracking of Periodic Inspections on To identify areas of public assembly and certify Parcels/Occupants Periodic compliance with all Municipal & state codes 0 Detailed Inspection Inspections To track Inspections that have to be done on a Checklists with reflation toOrdinances scheduled basis for public safety, fire safety or health Printouts detailing checklist items and ordinance pass/fa i I u re GOMMUNITY DEVELOPMENT 10 November 4, 2022 SOLUTIONS [•.:.,n] Gmx.r�,.vr C7d5 ciC Town of Queensbury, New York • Dashboards to track inspections Bulk Reminder Letters for upcoming inspections "Cracking of inspection related fees Identifying and Verifying Code Violation • Issuing Notice of Code To identify violations, issue tickets and prescribe Violation/Order to Remedy Enforcement reparations (fees & timeframe for compliance) Tracking Inspections for violations * Ticketing and Court Process for Outstanding Violation Creating Assets and setting up recurring Inspections for Assets • Tracking Data fields for Assets • Detailed Inspection Checklists Assets and Tracking assets such assigns, fire hydrants, park • Printouts detailing checklist items pass/failure Inspections benches, and inspections related to the assets • Dashboards to track Assets Bulk Reminder Letters for upcoming inspections Tracking of inspection related fees • Mobile application [if mobile is included] COMMUNITY 10k N=W DEVELOPMENT Zi November 4, 2022 SOLUTIONS Town of Queensbury, New York + Identification, Verification and Notification of Vacant or Abandoned Properties Activity to Resolve Vacancy identified on a Property To identify, track, & monitor vacant properties in Application, the Municipality. . Verification and Registration To identify, register, and monitor Rental Properties of Property and Landlord Vacancy and in the Municipality . Detailed inspection Landlord/Rental Checklists items related to Registration To identify rental units in the Municipality and Ordinance codes that allow certify compliance with all Municipal and state codes inspector to indicate exact area of rental property that failed a checklist item • Separate entities to track easier — allows creation of occupants, tenants, etc. + Track fees related to vacancies and rentals * Online permit applications • Inspection requests Review personal inspection Public Facing Portal - Citizens can apply for permits, status request inspections, grab mailing list for abutter + Review personal inspection notices and more Connect history Recommendations of appropriate programs of + Receive complaints work, integrations and any other general recommendations should be noted at this point. . Receive requests for new licenses (not renewals) • Vacancy and landlord registrations COMMUNITY DEVELOPMENT 12 November 4, 2022 SOLUTIONS fc+' re A 5rr•+•w+Lcrlr cASS 4c1 Town of Queensbury, New York PROGRAMS OF WORK NOT INCLUDED IN THE PROJECT* *POW not included can be added at a later date via municity Change Order form. Creating, assigning, and tracking one off Work Order Items * Tracking stockpiles of time and material used for Work Order Completion • Setting up Recurring Functionality to create, assign and track Work Maintenance items for third Warts Orders and Orders anti/or Maintenance items on various parties Maintenance parent entities Dashboards to track Work Carders and Maintenance Bulk Reminder Letters for upcoming maintenance items Tracking of related fees Mobile application (if mobile is included] 0 Receiving license applications ■ Issuing licenses Track and manage professional contractor licensing and/or Workman's Compensation Insurance -- 0 Processing license renewals Licensing including renewals, validation, and applications. Management 0 Approval reviews This also includes Clerk managed licensing options, such as Dog/Cat, Liquor, Game of Chance, etc. 0 Bulk letter generation of license expirations Fee tracking related to licensing ►1►,� 2 COMMUNITY �= DEVELOPMENT 13 November 4, 2022 SOLUTIONS . nrrl"Gerr^r:JC+.xle Ofsr c Town of Clueensbury, New York OPTIONAL COMPONENT: MUNICITY CONNECT IMPLEMENTATION IMUNICITY CONNECT: Municity Connect module makes available to the public via the Internet information relating to the parcels, permits, inspections, complaints, variances, planning projects, etc_ Optionally, web users can submit applications for a new permit, lodge a complaint or request an inspection. n m Municity Connect — Parcel Selection Some Features of Municity Connect: * View all Parcel Information through a web browser (content determined by the municipality). • Apply for Permits On-Une." a Upload documents. Pay fees. • Track status of an application through the review process. • Vlew status of permits (inspection progress). + File a complaint. 0 Request an inspection. Apply for a license. Apply for a registration. Apply a title search. * User specific dashboard. * Note: check and credit card fees may apply. If interested in utilizing this feature, [CC Community ,Development Solutions will provide an additional proposal. .` COMMUNITY �� DEVELC7PMENT 14 November4, 2022 SOLUTIONS rQm+ kFr'wv CL,k 'f3 ac-1 Town of Queensbury, New York OPTIONAL COMPONENT: MUNICITY CONNECT PROGRAMS OF WORK Programs of • Processes Within Program Public application submittal • Online Fee Payments' * Public Tracking application approval tasks ,Allows the Public to submit application request, ' Public ability to print check the status of the application, and pay fees documents Application related to the application'. They can also track the 0 Public View Inspection Submit/Pay status of their permit and its related Inspections and once all work and inspections are completed Status apply for a certificate, . Public Apply for Certificates w Internal Dashboards to track and approve submitted applications and payments + Base Documents that can be sent to the Public • Public Inspection Time Slot Requests • Internal ability to set timeslots based off The Public can track inspections they need to inspection types or Inspection complete and request time slots to schedule departments Requests inspections once they are ready. The municipality Internal ability to block off can then review all requests and confirm times. particular days Internal Dashboards and other tools to track inspection requests 1 Requires that the Municipality have a contract with an integrated Payment Processor. These Contracts and any associated fees are the sole responsibility of the customer. Please contact Sales rep for most recent list of integrated processors or to request a quote to build an integration COMMUNITY 3 DEVELOPMENT 0 SOLUTIONS is November a, zozz e e nsr}f:<-ier.ie^,xfr'w+5'tC Town of Queensbury, New York • Base Documents that can be sent to the Public * Public Issue Submittals • Internal Dashboards to The Public can submit issues with descriptions and review Submittals and Issue/Complaint convert them to 'Work Reporting images for the Municipality to review and ,Orders or Complaints for determine next steps. follow-up • Base Documents that can be sent to the Public • Public can submit registration forms for Newly Vacant Properties or New Rental Properties * For Rental Properties the Public can identify Tenants The public can submit Registration requests for • Pay Fees for new Vacancy and new vacancy registration or register new rental Registrations or complete Landlord/Rental ,properties. They can also complete fee payments payments on existing items' Registration for new and existing registrations.' Submit/Pay Public can track the status of Tasks or Inspections related to their registrations Internal Dashboards to track new submittals and payments • Base Documents that can be sent to the Public PROGRAMS OF WORK NOT INCLUDED IN THE PROJECT* "POW not included can be added at a later date via Municity Change Order form. * Public submittal of New The public can submit requests for new licenses, License Requests License provide documentation and pay fees related to Public can print License Application these new requests or renewal fees once they have • Documents Submit/Pay been created by the municipality.' The Public can print or reprint copies of their license_ ' • Online Fee Pay ►0►� COMMUNITY �f DEVELOPMENT 16 November 4, 2022 SOLUTIONS Town of Queensbury, New York * Base Documents that can be sent to the Public : COMMUNITY,� -- DEVELOPMENT 17 November 4, 2022 SOLUTIONS Town of Queensbury, New York OPTIONAL INTEGRATION : ICC CODE CONNECT API ICC Code Connect API provides organizations with instant access to the latest building code requirements within their existing workflow application. w S Easy access to the fire, budding, and mechanical codes that I use every day. It is fantastic." David, Engineer Empowering Institutions with seamless control and convenience: Tools and features; * Latest code content • Simplified search tools Confidence in accuracy Real time updates Streamline common code references within your portal or workflow tool Alt 7 K Using the ]CC C7igitaI Codes puB all the rode information essent"sally at VOLK fingertips, literally.' Roy, Archirecr COMMUNITY ■f1 DEVELOPMENT is November 4, 2022 SOLUTIONS rnfrr- 'y C:_rural Ceue i!.fs e i C Town of Queensbury, New York ANNUAL SERVICE AND SUPPORT The annual service and support agreement provides the Town of Queensbury's with service and support on the Municity System. This includes advice for procedural questions, configuration updates, regular software updates and software fixes for problems encountered. As part of this purchase, the Town of Queensbury agrees to allow remote access to its desktop systems with a minimum of broadband Internet connection. High-speed Internet connectivity is preferred. Support will be provided utilizing software such as GoToMeeting or GoToAssist. Security and Compliance Municity inherits best practices of security policies, architecture, and operations processes of its underlying platform, which is continuously audited, meets requirements for numerous compliance programs, and benefits from accredited certifications. Periodic Trustwave vulnerability scans ensure PCI compliance of financial platforms. All sites are certificate secured, and web traffic is protected by SSL encryption. Prevention and Detection Automated assessments improve the security and compliance of Municity applications. Servers are hardened based on recommendations from industry standard CIS security benchmarks, known vulnerabilities and exposures, runtime behavior analysis, and security best practices. Network traffic is actively monitored for security risks, immediate notifications are provided in case of suspected malicious or unauthorized behavior. Storage and Recovery Customer data is secured in a private network, and databases backed up and stored remotely in multiple regions. Data access is secured by IAM best practices. The Importance of the Customer's Involvement in successful implementation It is imperative that there be buy in from all parties involved within the project in order for it to be successful. Please review the following considerations: « Commitrent from Management for Change and managing resistance • Senior Project Manager assignment from Customer — single point of contact Supervisors' role in learning and becoming inside expert to support users • Clarity relating to desired integrations and their functionality * Access to all relevant data for incorporation early in the process • Commitment to schedules and timelines �.,� COMMUNITY ■' DEVELOPMENT 19 November 4, 2022 SOLUTIONS nim.,r,r;eneral::ale C?.iSAii' Town of Queensbury, New York MUNICITY IMPLEMENTATION & TRAINING PROCESS The process of implementing a new software solution within the framework of a busy, often-under- resourced local government operation is often overlooked when jurisdictions consider purchasing a software solution. Successful deployments while being completed in a few months' time often take 18 to 24 months before the new application is seen as comfortable and adopted as "the way we do it." ICC Community Development Solutions' implementation methodology follows a very specific phased approach to implementation and training that has proven to be very successful. Its success is based on a sound structure that supports the process by having clarity on what will make the implementation successful: : ,9 6 , .. E v • -0444 1 4 'r;-fly b Committed to Change V Will a Configure-able Software Municity 5 has been built overtime based on needs and requirements that have been asked for by our customers. Essentially, it has been built based on customer direction. Part of that evolutionary development has required that it be very flexible in its design to allow that while all building and code enforcement departments issue permits, conduct inspections, manage complaints and so much more, every department we work with operates under different rules and procedures. So, the software and its construction of work processes, form types, information fields, etc. have to allow a great deal of flexibility. This should not be confused with the concept of customization_ The ability to configure the software in a flexible way should not need to include new programming/development of the software to achieve the implementation. There is a separate process for software customizations that may come later but aren't done routinely as part of an implementation. Foundation for a successful implementation -Vendor experience and discipline Our discipline for implementation follows a very well-organized phased approach led by skilled project managers, technicians, and trainers. The chart below illustrates the process and the discipline followed to move through the implementation as thoroughly and efficiently as possible. It is based on gaining knowledge as rapidly as possible about the way your operation works, the details around your processes and constituent interface and your data sources and structures required to build out the software solution for your organization. .� COMMUNITY DEVELOPMENT 20 November 4, 2022 SOLUTIONS farm!rcri%*+ear:'rxic i;,L'S!L Town of Queensbury, New York SAMPLE IMPLEMENTATION TIMELINE • • Discovery - Gather Legacy Data, Workbook Completion, Print Outs, Review Current Software and Reports Custorner time cam mitment 6 to 8 hours a week over 4 to 6 weeksf • Initial Configuration - Legacy Data Conversion, initial Workbook Configuration and Printouts built out in system Customer time commitment 1 to 2 hours a week over 4 to 5 week Ak60A • Process and Data Review- Review Legacy Data in Municity 5 and Walk-Through Initial Process Configuration, make build decisions with customer p ro ect team Custom er ti me com mitmeri t 6 to 8 hoursber of weeks depends an - • • - ra ms of work� • Testing and Rework - Cleanup and fixes to data and processes based on feed back from previous phase, end user process testing numberCustomer time commitment 6 to 3 hours a week, of . - • Training and Go-Live - All Users complete online training, Trainer onsite For One—On—One Support, Final Data Conversion and Go-Live Thi s pha se ta kes 3 weeks, the f irst week users w11 I need to cornm i Lm ent 6 hours a day to • Go-Live Project Support -Foilowfng Go Live Regularly Scheduled meetings to review issues changes and then transfer to helpdesk Customer should expect to commitment .1 hour a week during this phase over 4 to 6 week54L. Additional annual service and support program details are described in Appendix S. Customer management commitment to change and time/resource commitment Leadership commitment and involvement in the implementation of a new software implementation is, critical to successful implementation. Vendor's can only do so much to address resistance to change which is a natural part of the implementation process. Leadership reinforcement throughout the process is required to ensure that the decisions made to move to a new platform, while creating short-term pain will lead to longer-term productivity. Leadership also must commit to the amount of time that will be involved in migrating to the new platform —part these commitments include being responsible for the County (or other source) GiS shape files to be imported into the Municity 5 database. Software users must be reassured that while there will be discomfort and some disruption for them, it is a necessary part of the change process and will eventually become easier once the learning curves are surpassed. Post-implementation support A strong helpdesk setup for customer support should be a must for any software vendor. After training and go-live our customers are migrated to our helpdesk for their ongoing support. Our staff tracks all incoming calls or contacts in our CRM system and the cases are tracked through resolution of the issues. The period after go live is that time when new users and managers will be working to reinforce the new way of doing things which often-times means having access to experts who can answer questions or help make needed adjustments to the system or its output. Project Planning Upon conclusion of the contract negotiation the process opens with our discovery process. This involves the initial phase 1 plan and schedule. While the project plan at this early phase is created as a general outline as ►1►1. COMMUNITY IRLW DEVELOPMENT 21 November a, 2022 SOLUTIONS Town of Queensbury, New York each phase is completed the next phase has a specific plan created based on what took place in the most recently completed phase. The project teams from both sides of the team iron out the specific plans and agreed to time frames. In each of these phases there can be tasks and/or time/resource commitments that must be agreed to by both sides. Once those items are agreed-upon then the planned phase commences. ICC Community Development Solutions builds in discount incentives for completion and/or time commitments met by the customer in most of the phases of the process. ICC Project Manager determines if customer requirements for deliverables and deadlines are met at the completion of each phase for discounts to apply. See the Authorization and Agreement section for your specific available discounts_ COMMUNITY ElDEVELOPMENT zz November a, 2022 SOLUTIONS Town of Queensbury, New York INVESTMENT DETAIL & OPTIONS Prices noted for setup, configuration, training, and other services are valid for 3 months from the date of this proposal. MOBILE Annual SaaS Subscription Municity 5 / Web-hosted Subscription Users Year 1 Year 24P Year 3 Annual Municity5 Site Subscription unlimited $21,000 $21,630 $22,279 Annual Municity5 Mobile Subscription 9 $1,800 $1,854 $10910 Annual Maintenance for Integrations: n/a $5,100 $5,253 $S,431 [County Assessor - RPS Parcel Updater ($.1,500), MUNIS Financial Export ($2,200). LaserflcheO (SZ400)) Municity 5 Total Annual SaaS $27g900 $28,737 $290600 Implementation and Training Stage 1 — Municity 5 Departments Puw= Year 1 Year 2 Year 3 Municity 5 POW Implementation (set- Building and - Application to $35,000 _ - up, configuration, templating, printouts Codes, Fire Certificate etc. Marshall, Clerk, - Code Enforcement +� - Periodic Inspections Planning and _ Assets & Inspections Zoning - Vacancy & Landlord/Rental County Assessor - RPS Parcel Updater $1,000 - - Integration Set-up and Configuration Municity 5 Training (Remote — 4.5 $12,900 - days, On-Site — 3 days, training materials to be provided) Data Migrations; Tyler Energov/Govern $7,000 - Legacy Data (up to 40 hours) Integrations: Laser-fiche" — Municity 5 $20600 - - Set-up and ConfigurationO Integrations: MUNIS Financial Data $1,300 - - Extract (frequency TBD) Set-up and Configuration Local Munfcfpal Code Import — $1,500 - - eCode36000 Municity 5 Services Total $610300 Total - . $89,200 $28,737 $29,600 00MMUNITY ' DEVELOPMENT 23 November4, 2022 SOLUTIONS w +,a„w_:d«&,pus::c Town of Queensbury, New York OAfter the first year ICC Community Development Solutions may raise the annual support contract by 396 or by the previous year's annual Cost of Living Adjustment (COLA) as calculated by the US Social Security Administration, whichever is greater. ICC Community Development Solutions will provide the Municipality with notice of any proposed increase no later than ninety (90) days prior to the anniversary date of the Contract. The absence of such notice shall be construed as 1CC Community Development Solutions' intent to maintain the annual support contract at the prior years' amount. OLaserfithee Integration Functionality Description: While on an "entity" in Municity 5 (Parcel, Occupant, Permit, etc.) Municity can automatically search for related documents in Laserfiche'A and display them within the Municity 5 interface/provide a link to view them in the Laserfiche Web Client Additionally, when printing a document in Municity S. a copy of the document can automatically be stored in Loserfiche for archival and retention 0The Local Municipal Cade Import is a one-time data upload of the entire code into the Municity 5 system for reference%itation/etc. Any future code updates beyond the initial import, (due to supplementation changes or other), will require additional export services and will be subject to Change Order. O*Please note that removal or addition of any Program of Work processes will carry a value of$7,000 per process. If the Town elects to pursue any processes after the Go-Live of the Municity S Implementation, price will be subject to change. ❑ OPTIONAL COMPONENT — MUNICITY CONNECT PUBLIC PORTAL ADD-ON Annual SaaS Subscription Municity Connect Web-hosted Users Year 1 Year 24W Year 3 Subscription Annual Connect Subscription unlimited $6,250 $6,438 $6,631 Annual Maintenance for Integrations: n/a $800 $824 $849 VPS Payment Processor* Municity Connect Total Annual SaaS $7,050 $7,262 $7,480 Implementation and Training Municity Connect implementation & Building and - application $28,OD0 Training (Remote Training Only) [one- Codes, Fire Submit/Pay time set-upor building database, Marshall Inspection Requests f 9 - issue/Complaint process configuration, & trarningr] Reporting - Vacancy & Landlord/Rental Registrations Integrations: VPS Payment Processor $700 Set-up and Configuration Total . $35,750 $7,262 $7,480 Note — does not in-cludeadditional integrations with 3111 party applications or additional Data Migrations I- *Please Note.* Requires an active contract agreement with Value Payment Systems (VPS) to configure. Product sold separately. &ZRh COMMUNITY ■�3 DEVLLOf MLNT 24 November 4, 2022 ■ice SOLUTIONS ',,.ninF iieerr.'::roe r'.uS i t C Town of Queensbury, New York ❑ OPTIONAL - PLANNING AND ZONING APPLICATIONS POW ADD-ON Annual SaaS Subscription Municity 5 f Web-hosted Users Year 1 Year Ivp Year 3 Subscription Annual Municity5 Site Subscription unlimited Incl. Incl. Incl. implementation and Training Stage 1 — Municity 5 Departments POW Year 1 Year 2 Year 3 Municity 5 POW Implementation (set- Building and Planning and $7,000 up, configuration, templating, etc.) Codes, Planning Zoning Applications and Zoning Total . $7,OOO Incl. Ind. selected,Note — if assoclotedfives will be added to the pricing for Implementationon the First Q OPTIONAL COMPONENT - ICC CODE CONNECT INTEGRATION ADD-ON Annual SaaS Subscription ICC Code Connect Subscription No. of Books Year A Year 2 Year 3 Annual Code Connect Subscription and 10-20 titles $3,390 $3,492 $3,597 Integration Maintenance Implementation and Training Implementation Departments Municity 5 — ICC Code Connect API n/a $350 - - Integration (set-up, development configuration, testing/reworking) Total + $34o740 $3,492 $3,597 Note — if selected, associated fees will be added to the pricing for Desktop and Mobile . annuities. The base Municity subscription license charges support the following: + Annual Software subscription — this is the actual cost of the software license itself and is an annual recurring expense. + Hosting — This covers the cost of providing the software in the Cloud and is an annual recurring expense. • System access — The Municity subscription pricing includes unlimited user access. There may be normal added expenses for adding users or departments to the system for set up and training but there is no additional charge for adding users (Does not include Mobile access which is user license based). • Media Storage —Standard implementation includes 100 Gig of storage space for documents and Pictures. Additional Storage can be purchased in 100 Gig increments for $250 per year. • Scope of Data Migration does not include -- 0 Transfer of Existing Multimedia, (photos, videos, documents, etc.), this is subject to additional scope and charge Rule COMMUNITY DEVELOPMENT 25 November 4, 2022 SOLUTIONS Town of Queensbury, New York o Cleaning of any corrupted or duplicate data o Integration of legacy data into workflow or reports. o Logs of data changes o Migration of any data into the workflow (i.e., pending or corn pleted sign offs, fee steps, document issuance, inspections), * ICC Community Development Solutions/He 1pdesk — ICC Community Development Solutions provides Helpdesk support to users and admin managers on a daily basis_ This covers the extensive ongoing support that the customer receives while on subscription. 1. Adjustments to Performance Schedule; Delays. Adjustments to Schedule. Upon the mutual consent of the Municipality and ICC Community Development Solutions, the "Performance Schedule" may be changed or extended as provided under "Delays" below. Delays. Client must notify ICC Community Development Solutions, in writing, immediately upon learning or otherwise becoming aware, of any difficulties that may delay the delivery of services or deliverables within each Phase of the Implementation timeline. Such notification must identify the reason for the delay, as well as the anticipated period of delay. Any delay on the part of the customer that extends 10 working days beyond the target date for completion of any phase will result in a project restart and additional charges will be identified as part of a change order provided to the customer_ This clause shall not apply in case of force majeure. Additionally, an incentive is applied should the Municipality meet the agreed upon deadlines as outlined in the Performance schedule. ',� COMMUNITY lk DEVELOPMENT 26 November4, 2022 asp SOLUTIONS Town of Queensbury, New York AUTHORIZATION & AGREEMENT The Town of Queensbury, New York hereby agrees to the procedures outlined above, to ICC Community Development Solutions` Terms and Conditions which are available at http://icc-cds.com/terms-conditions and authorizes ICC Community Development Solutions to proceed with the project. OPTIONAL COMPONENTS Please check any optional component to be included with this authorization ❑ Optional Add-on for Municity Connect $35,750 Annual Core Connect Subscription $6,250 Estimated Annual Recurring 2rd Year Forward. $6,438* 'COLA increase applied Municity Connect Implementation and Training $280000 VPS Payment Processor Integration Annual Maintenance $900 Estimated Annual Recurring 211 Year Forward: $824* 'COLA increase applied VPS Payment Processor Set-up and Integration $700 ❑ Optional Add-on: Planning and Zoning Applications POW $70000 Municity 5 Desktop implementation $7,000 Planning and Zoning Applications ❑ Optional Add-on for ICC Code Connect Integration $3,740 Integration Set-up and Configuration (first year only) $350 Annual FCC Code Connect Subscription $3,390 Estimated Annual Subscription and Annual Integration Mafntenonee 2nd Year Forward: $3,492 *pricing includes estimated COLA increase ❑ Optional Contingency Fund for Scope Changes (20% of Services) $12,260 We recommend the Municipality consider establishing a Contingency fund to cover any unanticipated scope changes that may occur throughout the project. This will protect the project from delays as a quick email approval could keep a scope change from added delays of waiting for an approval to proceed. This fund creates a pre-approved pool of funds for changes, which will be communicated and approved via Scope Change document, highlighting changes before additional work is implemented. if the funding is not used it will be returned to the Municipality. , ` COMMUNITY lk +� DEVELOPMENT 27 November 4, 2022 ■um SOLUTIONS .M= -Oo oi(:tk CMS LLC Town of Queen sbury, New York If this option is not selected. any changes or additions to the project will be subject to the traditional Change Order process highlighted in Appendix E. where the Municipality will receive a quote for changes that will need to run through an additional approval process, delays included. PAYMENT SCHEDULE SUBSCRIPTION 100% of the First-Year subscription price shall be invoiced upon site license activation — payable within 30 days of authorization 100% of the Subsequent years' subscription price shall be invoiced at the 1-year anniversary of license activation SERVICES — SETUP, IMPLEMENTATION, TRAINING & TRAVEL ($61,300) Phase 1: $30065 (5%) of the total services price shall be invoiced after Phase I - Discovery completion • Customer eligible for a 5% discount $153 on this Phase if agreed-upon time/meeting commitments are met by customer and process workflows are agreed upon as part of the Phase I plan Phase 2: $12,260 (20%) of the total services price shall be invoiced after Phase 2 - Initial Configuration. Customer eligible for a 5% discount $613 an this Phase if agreed-upon timelmeeting commitments are met by customer and process workflows are agreed upon as part of the Phase 2 plan Phase 3 : $15,325 (25%) of the total services price shall be invoiced after Phase 3 — Process and Data Review Customer eligible for a 5% discount $766 on this Phase if agreed-upon time/meeting commitments are met by customer and process workflows are agreed upon as part of the Phase 3 plan Phase 4: $12,260 (20%) of the total services price shall be invoiced after Phase 4 — Testing and Reworking • Customer eligible for a 5% discount $613 on this Phase if agreed-upon time/meeting commitments ore met by customer and process workflows are agreed upon as part of the Phase 4 plan Phase 5: $12,260 (20%) of the total services price shall be invoiced after Phase 5 — Training and Go-live Customer eligible for a 5% discount $613 on this Phase if agreed-upon time/meeting commitments are met by customer and process workflows are agreed upon as part of the Phase 5 plan Phase 6: $6,130 (10%) of the total services price shall be invoiced after Phase 6, 20 Days after Go-live. If optional component is selected: Municity Connect: $28,000 (total of the services) will be invoiced per it's specific Project Phases* below: A Phase 1 - Discovery - 5% S Phase 2 - Initial Configuration - 25% A Phase 3 - Process and Data Review - 25% ➢ Phase 4 - Process Testing and Rework - 25% ➢ Phase 5 - Training and Go-live - 20% ik►1. COMMUNITY ■�� DEVELOPMENT 28 November 4, 2022 ■7•� SOLUTIONS Erman imn.x'��[',LrSlLC' Town of Queensbury, New York *Municity Connect project stage begins after the Municity 5 project stage goes live. The kickoff of the Connect project will be scheduled at the request of the Municipality, whenever their team is prepared to move forward. ICC Community Development Solutions Project Manager determines if customer requirements for deliverables and deadlines are met at the completion of each phase for discounts to apply. Estimated Municity Base Solution (First Year Casts): $ 89,200 Optional Municity Connect + VPS Component(s), if selected. + $ 35,750 Optional Planning and Zoning POW Component(s), if selected: + $ 7,000 Optional ICC Code Connect Component(s), if selected: + $ 3,740 Optional Contingency Fund Camponent(s), if selected. + $ 12,260* Estimated Total Investment: $ *Contingency fund is for pre-approval of funds. These funds will not be invoiced unless they are needed and agreed upon after change order review TOWN OF QUEENSBURY, WARREN COUNTY, NEW YORK By: In the Presence of: Title : Title: Date: Date: ICC COMMUNITY DEVELOPMENT SOLUTIONS, LLC By: In the Presence of: Title: Title: Date: Hate: 1. Sign the Proposal 2. Fax or email the Authorization & Agreement Section only to: JCCCDS(Mgeneraltode.com • fax (585) 328-8189 3. Mail the signed proposal to ICC Community Development solutions at: 781 Elrngrove Road * Rochester, NY 14624 Upon request ICC Community Development Solutions can sign and mail a copy of this agreement back to the Municipality for its records. COMMUNITY DEVELOPMENT 29 November 4, 2022 N SOLUTIONS