R2023-037 2023-02-13RESOLUTION NO. R2023-37
A Resolution of the City Council of the City of Pearland, Texas, authorizing the
City Manager or his designee to participate in The Interlocal Purchasing
System’s cooperative purchasing agreement for the purchase of Software
Implementation Services with New Edge, in the amount of $411,657.50, for
Fiscal Year 2023.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PEARLAND, TEXAS:
Section 1. That contract pricing for the purchase of Software Implementation Services
has been obtained.
Section 2. That the City Manager or his designee is hereby authorized to enter a
Software Implementation Service Contract with New Edge.
PASSED, APPROVED and ADOPTED this the 13th day of February, A.D., 2023.
_________________________________
J. KEVIN COLE
MAYOR
ATTEST:
________________________________
FRANCES AGUILAR, TRMC, MMC
CITY SECRETARY
APPROVED AS TO FORM:
________________________________
DARRIN M. COKER
CITY ATTORNEY
DocuSign Envelope ID: 3A47A33D-FC64-4827-BA0D-D75A8DF1DADC
Cityworks Server PLL – Implementation Plan
The section below details the NewEdge strategy and process for implementing the Cityworks Server PLL software
for the City of Pearland. NewEdge understands that the City is requesting services for the installation and
implementation of a Permitting/Land-Use software environment. The City is looking for a cohesive system to
replace the TRAKiT software system in place for permitting, and other divisions and departments such as planning
and zoning and code enforcement.
For Permitting and Land-Use, NewEdge will address the following functional areas:
• Community Development
• Permits / Inspections
• Planning
• Urban Forestry
• Development Services
• Fire Department – Community Risk Reduction Division
• Fire Marshal’s Office
• Code Enforcement / Food Establishment Inspections
• Public Works
• Right of Way Permits
• Engineering
• Environmental Services
• Parks – Special Events Permits
• City Secretary
The implementation would also include users who are involved with the plan review process. These users
might be in the list above or in additional departments and divisions.
NewEdge Implementation Strategy for Cityworks Server AMS and Server PLL
The following project approach covers the methodology for all departments and divisions listed above. The
implementation of Cityworks Server PLL can take 8 to 10 months. Other tasks such has historical imports and
integrations can extend the timeline. NewEdge staff can work on PLL implementations simultaneously, but would
recommend a phased approach to implementation:
• Phase 1 – Implementation of PLL for Community Development Divisions
• Phase 2 – Implementation of PLL for Community Risk Reduction Divisions
• Phase 3 – Implementation of PLL for Public Works Divisions, Parks and City Secretary
Implementation phases are based on the complexity of the department/division workflows, however, would
depend on the City’s need to deploy departments and divisions based on software maintenance costs,
personnel, etc. NewEdge staff have experience either rolling out the Cityworks software in one phase or
breaking it down into multiple phases.
Implementation tasks below are written as all Phases being implemented together, as are any fees or schedules
included in this document. The phased approach is recommended but not required. The Phased approach
would require additional funding as each of the implementation tasks would be performed for each phased roll-
out.
The following graphic is a high-level view of the key milestones and meetings for the deployment of the Cityworks
PLL software.
Task 1 – Software Acquisition
The City is already a user of the Cityworks Server AMS software. The City should work with their Cityworks sales
representative and client services manager to acquire the Cityworks Server PLL software. NewEdge would
recommend the Enterprise License Agreement for unlimited users and the Premium version so all APIs needed
for integrations are included in the software package.
Task 2 – Kick-Off Meeting and Technical Review
NewEdge kicks off all projects with an on-site meeting with its clients; during which time, we collect information
for input into the Cityworks database such as employee lists, materials, etc. Prior to the kickoff meeting
NewEdge will distribute our best practice excel sheets that document typical workflow processes for permitting,
planning, code and fire permits.
The format of this meeting is broken down into the following sessions and NewEdge will perform these
discussions with each department/division
• Introductory Presentation – NewEdge introduces Cityworks and our implementation plan.
• Technical Review – Conducted with GIS and IT staff, NewEdge will review hardware and software versions
and configurations and perform a GIS Data Review. NewEdge will discuss, in-depth, UniqueIDs for GIS
features and their importance in Cityworks.
• Datasource Review – Review existing sources for PLL activity with project manager and supervisors.
• Reporting Requirements – Collect sample reports and discuss high-level reporting requirements.
Deliverables: PLL meetings 5 days on-site, best practice spreadsheets.
Task 3 – Cityworks Database Design and Configuration
The NewEdge implementation team will use information collected from the kick-off and technical review meetings
to configure the Cityworks database. Configuration of the Cityworks database will include but is not limited to:
Service Requests Code
Submit To / Dispatch To Names
Configured
Work Orders Templates (If
Needed)
Installation and Configuration of
the Public Access portal
Inspections
Inspection Types
Inspection Schedule
Reporting
Custom Queries and Inboxes
Crystal Reports
This task is constant throughout the project duration. The Cityworks database will continuously evolve during
reviews, on-site meetings, training, and on-site support. Rather than relying on long periods of user testing and
acceptance, NewEdge relies on regular reviews with the client. With this philosophy, NewEdge staff and our
clients are in constant communication and on the same page. Configuration of the Cityworks database will be
performed in the NewEdge hosted solution. Clients have access to the test environment throughout the duration
of the project.
NewEdge is now offering a User Acceptance Testing as an optional service for our Cityworks implementations.
The UAT will provide users a change to test all permit and case templates, test fees, and see how reports are
generated. See Optional Services section for details on UAT. This task would fall prior to the Database Review
task / milestone.
From the kick-off meeting and subsequent milestone meetings, NewEdge staff will also discuss the appropriate
Cityworks user interface. This could be Office, Respond or the Native Mobile Application on iPads or Tablets.
NewEdge understands the pros and cons of each of these user interfaces and will work with the divisions and
users to establish which interface will work best for each user and their work activities. All three interfaces are
included in the Cityworks software licensing presented in this proposal.
Deliverables: Configurations performed in training environment on City servers.
Task 4 – Workflow Assessment
NewEdge will return for an on-site workflow assessment. Conducted by NewEdge staff, the team will perform a
detailed review of existing workflows and business processes. Workflows will be reviewed using the configured
Cityworks database from Task 3. Modifications can be made to the database at this time. The team will review
current workflow procedures and propose changes or modifications to current processes that align more closely
with practices and procedures utilized by the Cityworks AMS and PLL software.
The team will determine the roles and responsibilities of the users accessing the system and establish the
domain, role, and template level security.
Deliverables: PLL meetings, 5 days on-site, business process mapping to detail current processes and
suggestions for modifications to the current procedures.
Task 5 – On-Site Review of Cityworks Database
NewEdge will perform an on-site database review of the Cityworks database configuration with client staff. The
team will review all aspects of the Cityworks database to verify if the workflow of service requests and work
orders and inspections is correct, then configure any necessary database changes.
Deliverables: PLL meetings 5 days on-site
Task 6 – Training/On Site Support
NewEdge’s philosophy of training is to be on-site and interact with users. During implementations, NewEdge
provides two levels of training. The first level is a classroom style training where the instructor describes software
functionality and conducts live demonstrations. Users should have their own machines for the classroom training
so they can interact with the software and perform the classroom exercises.
Our second level of training is the on-site support week. While we call this support, it is training. This is the time
when NewEdge team members work one-on-one with the software users. Users can ask questions and receive
clarification on software while performing their daily work activities. NewEdge finds this a critical step in the
implementation process. This also allows us the opportunity to fine-tune the database and streamline workflow
processes while still being on-site.
Classroom Training
The NewEdge team will conduct on-site training of the Cityworks PLL software system.
Administrator Training (1/2 day) – Targeted for “super users” of the system. Users are responsible for
the underlying Cityworks database and on-going system maintenance. This training is not required if the
client utilizes the NewEdge Hosted Solution.
Designer Training (1/2 day) – Targeted for users who maintain lists and codes. Attendees manage
employee lists, materials, equipment and modify or add additional workflows.
User Training (1-day sessions) – Designed for system users who regularly interact with Cityworks. This
training should include users entering service requests, work orders, performing inspections and will use
Cityworks to generate reports. The number of sessions will be determined by the number of users and
disciplines being implemented.
Client is responsible for providing a training facility, including computers and or field devices configured to correct
specifications for Cityworks software and connectivity to the Cityworks database. For field users, those users
should have field devices (ipads, tablets, etc) configured and loaded with Cityworks for training.
On-Site Support
Once Cityworks is on-line and staff is trained, NewEdge will remain on-site to assist users as they encounter
day-to-day business transactions within the software. This is a critical step of the process as it gives our
implementers an opportunity to work directly with individual users. Staff can correct configuration issues, address
training lapses, and finalize or modify work order procedures. Client will be responsible for setting up the schedule
for on-site support. Each user should be dedicated one to two hours of individual support with NewEdge,
depending on their roles and responsibilities with the software. During on-site support week, NewEdge offers
specialized classes and meetings. These include:
Supervisor Training (3-hour sessions) – While supervisors and directors are encouraged to attend User
Training during training week, they will also perform operations such as searching and reporting that are
not taught during the general training session. Supervisors will be taught how to utilize the Cityworks search
engine, create Inboxes and create on-the-fly reports. Expectations for on-site support week and go-live will
also be discussed.
Wrap Up Session (2-hour session) – Held at the end of on-site support week, the Wrap Up Session is for
supervisors and directors to discuss with NewEdge staff procedures for the go-live. It is also a time to
address issues and/or concerns with the implementation.
Training Deliverables: 1 week on-site for classroom training, 1 week on-site for on-site support
Task 7 – Legacy Data Migration
Import will include all cases from the TRAKiT database into the Cityworks database. Imported records are noted
in the Cityworks database by the Initiated By field having the legacy system name and the historical number in
the comments. NewEdge staff will work with City staff to determine the appropriate mapping of data from the
legacy system to Cityworks. Data that cannot be mapped will come over in the Comments section of the case
templates. The NewEdge methodology for legacy data imports is:
• Prior to the Kickoff meeting, the client should provide NewEdge a digital backup of the legacy system
(csv, excel, SQL backup, etc)
• During milestone meetings discuss how the client
currently uses the legacy system, issues with the
platform and any reports that are being generated from
the system.
• NewEdge will provide mapping spreadsheets detailing
what fields are required for import and where data
fields from the legacy system will reside in the
Cityworks database. This could be custom fields or
comments.
• Import of a pilot section of the legacy data into the
Cityworks database using the mapping spreadsheets
• NewEdge will train a small group of users on how to
review the imported data. The City will have a
designated time to review the imported dataset and
sign off on the import.
• NewEdge will import the legacy data into the Cityworks production database prior to the on-site support
week.
The mapping exercise of data between the legacy system and the Cityworks database and filling out the
spreadsheets will be a collaborative effort between the two parties. NewEdge will rely on City resources to
explain the legacy data system. NewEdge staff will not be responsible for figuring out the table structure of the
legacy system. City staff will populate the spreadsheets and NewEdge will provide consulting services on how
to map legacy data fields. Pricing can be provided if the City wants NewEdge staff to decipher the database
tables and fields and populate the mapping spreadsheets.
The import does not have to consist of the entire legacy database. The City can choose to only import data
records from a given timeframe or certain work activities. The proposed cost remains the same regardless of
the number of the imported records as the work activity is not in the number of records but the mapping and
import exercises.
The pricing in this proposal does NOT include attachment of imported work orders to features in the GIS. The
records will be brought in as unattached work orders in the Cityworks database. However, NewEdge
understands that records in the TRAKiT system have X,Y Coordinates. NewEdge can geocode these
coordinates so that existing records show up geographically but those records will not be attached to GIS
features such as the parcel or address point.
Deliverables: Field mapping spreadsheets populated by City staff, import of legacy data into test and
production environments. City will be responsible for sign off of the pilot data.
Task 8 – Crystal Reports Training and Services
Out of the Box Cityworks has on-the fly searching and reporting functionality. For custom report templates,
Cityworks utilizes the Crystal Reports software to generate these custom templates. Crystal Reports is not
included in the Cityworks software package. It must be purchased through SAP.
The implementation costs include 80 hours of custom report services. The City can choose to use these hours
for custom print and/or email templates, custom reports, etc. Once the bank of hours has been depleted, the
City can choose to add more hours to Report Services or take the NewEdge Crystal Reports training class. The
2-day training class for PLL includes how to generate search queries and on-the-fly reports through the Cityworks
interface but more focuses on using Crystal Reports and the Cityworks database to create custom reports.
Task 9 – Cityworks Refresher Training
NewEdge offers on-site refresher training. The training agenda can be modified as the client sees fit to include
but not limited to:
• General Cityworks usage – for new employees, etc.
• Specific topics – attaching permits/cases to GIS features, searching, etc
• Administrator refresher training
• Minor system configuration changes such as template changes or custom fields*
NewEdge staff will work with the client to identify areas of focus and the best use of the 3-day training. The
pricing is for one NewEdge staff to be on-site for 3 days. The 24 hours can be divided as NewEdge and the
client see fit.
Third Party Integrations with Cityworks (Optional)
Integrations with Cityworks, will require the use of web services constructed with the Cityworks APIs. NewEdge
will be responsible for coding the web services and API calls for receiving data from or exporting data to a third-
party application, such as Rock Solid or NewWorld. Client will be responsible for obtaining the appropriate APIs
and services from the third-party vendor to code the receives and/or exports from the third-party application.
NewEdge staff will NOT be responsible for coding the APIs or developing the web services outside of the
Cityworks application.
The NewEdge methodology for integration is:
• Initial Discovery phase to ensure the client has all needed components of both the Cityworks and third-
party software. This phase will include discussions with all three parties.
• Discuss high-level requirements during the kick-off meetings and begin discussions with third-party
software and/or services required.
• Collect specific data requirements during the workflow assessment meetings. This will identify what
data needs to be transferred from one system to another, how/when data is transferred, what are
triggers for data transfer, requirements for one-way or two-way data transfer.
• NewEdge staff will code Cityworks APIs in the NewEdge hosted solution, initially in hosted test
environment. The goal is that simultaneously, the third-party vendor will also be working on their APIs
and web services. They may occur in a test environment on client hardware/servers, on a test
environment the vendor supplies or in client’s production environment.
• Installation and testing of the integration services and APIs.
• Installation of the integration services and APIs in the production environment
Prices for integrations in the proposal are estimates of work or include only the discovery phase. Prior to
finalizing the contract, NewEdge will require the City to obtain documentation on the third-party vendor’s APIs.
This will allow NewEdge to determine the level of work involved in creating the integration. NewEdge may wish
to speak with the third-party as well and develop high-level requirements to finalize the scope and pricing.
Identified integrations include:
Integration /
Description
Type of
Integration Integration Notes
Tokay & Linko Integration One-Way
Tokay & Linko are used for greasetrap inspections and manifests. This
integration will be a one-way push from the Tokay database to Cityworks.
CitySourced (Rock Solid)
for Citizen Engagement Support
Only
The City currently has CitySourced for citizen engagement. NewEdge will
work with the City to ensure that configurations in the Cityworks application
will work directly with the CitySourced software. APIs needed for this
integration are included in the Cityworks Server AMS license listed in the
cost proposal.
NewWorld for Utility
Billing Two-Way Two-way integration that will facilitate communication between the
NewWorld software used by customer service and the Cityworks software
used by Public Works.
FireHouse for FMO One-way Inspections performed in FireHouse can be pushed to the Cityworks
database. More information needed on the requirements.
Deliverables: Business process for integrations
User Acceptance Training (Optional)
NewEdge staff have developed an implementation strategy that has proven itself successful during our 15 years of
implementing the Cityworks software. We don’t rely on long client testing times but rather meet regularly and with our
milestone meetings to work with the client during the review and testing of the software and database configurations.
Our view is that we learn more from our users by working side by side with them rather than sending them off for a
month to push buttons.
However, clients are now wanting more UAT times to look at the software and make their own evaluations. If the client
would like to include UAT in the scope of the project, NewEdge is open and will work with the client to schedule the
appropriate time for UAT prior to go-live. This is an optional task that will also hold an additional cost. Prior to contract
finalization, NewEdge will work with the client to finalize this task.
UAT task deliverable would include:
• Training environment set up for user testing
• Small user training class for those users performing UAT (5-10 users only)
• UAT training guides
Staffing
For this implementation, the client should have a dedicated resource to the implementation team who will act as
our interface to GIS, IT and departmental staff. Certain tasks will require this individual to spend up to 100% of
their time, but on average the staff requirement to assist the implementation team will fall between 60-80%. See
graphic below for estimates on high versus low client resource times during the project.
On-Going Support Services
• Nature and Conditions of post-implementation support
o Post Go Live Support
Users will have unlimited support from NewEdge for a period of 2 months from the go-live date. After
that duration is complete client can initiate a support contract.
o Telephone / Help Desk Services
NewEdge staff can assist users by phone or WebEx.
o User Groups
Cityworks sponsors a user group meeting in the Denver area and has a bi-annual conference in Salt
Lake City Utah.
o Cityworks provides an online knowledge base through the mycityworks.com site.
• Maintenance programs
NewEdge only offers maintenance contracts to our clients hosting in the NewEdge cloud. Clients may initiate
support contracts for continued Cityworks support after go-live.
Estimated Project Schedule
The estimated schedule for a NewEdge implementation of the Cityworks Server PLL software is approximately
8 months. This would include all tasks listed in the NewEdge Implementation Strategy section of this proposal.
Delays that could push the schedule past the deadline
• Hardware purchases/configuration if the Cityworks application is on-prem
• Field device procurement for Cityworks users
• Integrations must be live at the same time that Cityworks goes live.
These items will be discussed in detail during the milestone meetings
Phase 1
Kick Off Meetings
Phase 2
Workflow
Phase 3
Database Review
Phase 4
Training/Support
Phase 5
Go-Live
Cityworks Server PLLImplementation Schedule
April 2023
Delivery of spreadsheets
Receive Cityworks Software License for PLL
Set up training site
August 2023
Cityworks Configurations
Bi-Weekly Meetings (if needed)
Historical Import Mapping Review
November 2023
Continue Cityworks Configurations
Bi-Weekly Meetings
Historical Import Mapping Review /
Training
UAT Conducted
January 2024
Continue Cityworks Configurations
On-Site Installation of Cityworks
Sign off on Historical Imports
Cityworks Soft Go-Live
February 2024
Cityworks Hard Go-Live
Continued Support / Bi-Weekly
Meetings
All dates are only estimates
Basic Implementation = 10 Months from Phase 1 –Kickoff Meetings
Integrations, Historical Imports and Modifications from UAT could modify the Training/Support and Go-Live dates
Pricing and Payment Schedule
NewEdge Implementation Services for Cityworks Server PLL Software
Total cost for all tasks listed for the Implementation Services for Cityworks Server AMS including the Optional tasks
(Integrations and User Acceptance Testing): $377,957.50
**Pricing is for implementing all phases at one go. If the City chooses to take the recommended phased approach then
a new fee schedule will need to be provided.
Task Name / Description Pricing
Cityworks Server PLL Implementation Services $307,800.00
Additional Services
Historical Import of TRAKiT Data $17,100.00
Crystal Reports Training for Cityworks PLL $2,660.00
Cityworks PLL Refresher Training $3,657.50
Optional Integrations (Discovery Phases Only)
• Tokay & Linko for Environmental Services
• NewWorld for Utility Billing
• FireHouse for Fire Marshal’s Office
• RockSolid (OneView) for Citizen Engagement
(Support Only)
$26,980.00
Optional User Acceptance Testing (UAT) $19,760.00
Implementation Milestone Completed Cost
Pre-Kickoff Meeting (10% of Task Totals)
• PLL Implementation Services ($30,780.00)
• Import of TRAKiT Data ($1,710.00)
Integrations (10% of Discovery Phase) - $2,698.00
$35,188.00
Kickoff (33% of Task Totals)
• PLL Implementation Services ($70,794.00)
• Import of TRAKiT Data ($3,933.00)
Integrations (50% of Discovery Phase) - $10,792.00
$85,519.00
Workflow Assessment (66 % of Task Totals)
• PLL Implementation Services ($101,574.00)
• Import of TRAKiT Data ($5,643.00)
Integrations (100% of Discovery Phase) - $13,490.00
$120,707.00
Database Review (75% of Task Totals)
• PLL Implementation Services ($27,702.00)
• Import of TRAKiT Data ($1,539.00)
User Acceptance Training (100% of Total) - $19,760.00
$49,001.00
Go-Live (90% of Task Totals)
• PLL Implementation Services ($46,170.00)
• Import of TRAKiT Data ($2,565.00)
$48,735.00
Final Implementation Invoice (100% of Task Totals)
• PLL Implementation Services ($30,780.00)
• Import of TRAKiT Data ($1,710.00)
$32,490.00
Crystal Reports Training – Conducted After Go-Live $2,660.00
Refresher Training – Conducted After Go-Live $3,657.50
Total with Optional Services $377,957.50