The ERP Project is entering its final phase with the successful implementation of its new utility billing, permitting/land management, code compliance, human capital management, and finance/accounting systems. These improvements established a foundation for the Village to expand its digital service capabilities for the public to submit service requests through mobile and web-applications.

The new ERP System and its modern digital platform has prepared the Village to deliver upon its commitment to provide an efficient and friendly experience for citizens to submit service requests using a modern, mobile application combined with an online resident access portal from Tyler Technologies. By downloading a free mobile application called MyCivic (available on the App Store or Google Play) or using an online Resident Access Portal, citizens will have the means to submit over 60 types of service requests that will be automatically routed to Public Works & Engineering, Utility Billing, Environmental Health, Building & Life Safety, and Planning & Community Development. Citizens will be automatically notified when their requests are received and resolved anytime day or night – 24/7, 365 days a year.

To further enhance Village efficiencies and the public’s experience, staff believes an integration between the ERP and Cityworks – the Village’s enterprise work management system – is necessary. This type of integration will enable the Village to deliver responsive service, overcome delays experienced by the public to know which Village employee to call, and reduce the time and manual processes needed to receive, interpret, and route requests to appropriate staff members.

A cross-disciplinary evaluation team consisting of staff from the Village Manager’s Office, Public Works & Engineering, Finance, Building & Life Safety, Information Technology, Procurement, and consultants from Plante Moran prepared and published a Request for Qualification on November 9, 2023. In December, the Village received four (4) qualified proposals, interviewed three (3) finalist vendors, and conducted reference checks. The evaluation team unanimously recommended Velosimo after tabulating and ranking the vendors participating.

The integration services proposed in the Velosimo contract for services will provide citizens a direct connection to Village staff including Public Works & Engineering, Environmental Health Officers, Utility Billing Customer Service Representatives, and Building Safety Inspectors who will receive and respond appropriately to these requests.

Velosimo serves over 100 local governments ranging from small to large populations exceeding one-million residents. Velosimo’s Connect Platform is a no-code / low-code cloud integration service platform designed to help build IT centers of excellence in integrations, data, and app development across the enterprise. The Velosimo Team is familiar with Cityworks and Tyler Technologies integration toolsets to accomplish the services outlined.

The Village team recommends the Village Board accept a 5-year subscription agreement with Velosimo that will include the development, maintenance, and support for two connectors. The first connector will link the Tyler Enterprise Service Request and Cityworks systems. The second will link the Tyler MUNIS Utility Billing and Cityworks systems. Together, these two connectors will be maintained over time as Tyler and Cityworks make changes to their systems with annual releases. As each major system release happens, Velosimo will test and validate each connector to prevent disruption to citizen service requests.

The contract agreement consisting of Velosimo’s Master Subscription Agreement and supporting exhibits was reviewed by the Village’s staff evaluation team, legal counsel, and Plante Moran consultants. 

Payment Schedule

The fees outlined below are fixed for the 5-year term of the agreement according to the payment terms defined in the Velosimo agreement on an annual basis.

Recommendation

It is recommended that the Village Board approve a 5-year Agreement with Velosimo out of Herriman, UT to provide ERP System Integration Services in the amount of $130,073.80 and authorize the Village Manager to execute the necessary documents. Funds are available in account 625-0601-550100- EQ1904-EQUIP-HW/SW-.