City Council Study Session Summary 2014 11 10

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City Council Study Session Summary November 10, 2014 Page 3 of 4 Update/Discussion Enterprise Resource Planning Information Technology (IT) Director Chris Neves said that in July 2014 a Request for Proposal (RFP) was released for an Enterprise Resource Planning solution. Five bids were received. Two are being considered. Each vendor has presented to staff multiple days. The scope of the project is very large and detailed questions are being drilled down. The criteria: Cost and functionality Alignment with project strategic objectives Implementation abilities Scope of vendor product catalog References Support and maintenance Neves is looking for one vendor to integrate all functions an support. He wants to make sure the investment will make a difference in what we do and what we provide to citizens. City Manager Fleming commented that there is a level of excitement among staff for the things that will be able to be done quickly, easily an electronically Our community expects us to be technology enabled. There are paybacks such as faster turnaround and program budgeting. It is hard to quantify the costs of not doing it. The goal is to pick the right solution for the long term. Implementation will be staggered: finance first, then human resources, payroll, community development, building safety and Planning over the next 18 to 20 months. Both vendors will be fully vetted. The price will include licensing, training, best practice and implementation. Both solutions are on-sire and the City would own the license and be entitled to every upgrade and critical patch for life. Update/Discussion Recap of 2014 Special Events Staff provided Council an update on Special Events. Public Relations Manager Meredyth Muth reported that events went very well. The biggest complaint revolved around parking during Street Faire. A new permitting process will begin in December. Not all forms need to be completed by all events. The goal was to ask more questions so we know what to expect from the event organizer and they know what to expect from the City. The fee schedule is based on what has been seen in other cities. Previous fees did not give enough incentive to meet deadlines. Some fees that may be charged back to the organizer include: Police, trash pickup, staff time for handling complaints. The application will be available to complete online. Council said staff did a great job on the application.