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Item 1.D.
 
City Council Regular
Date: 06/26/2023
Title: Software Contract and License Agreement with GCR Inc., DBA Civix
Presented by: Jeff Roach
Department: Airport
Presentation: No
Legal Review: Yes
Project Number: N/A

RECOMMENDATION

Staff recommends that City Council approve the contract and license agreement with GCR Inc., DBA Civix for a Lease Management and Accounting System for Billings Logan International Airport. 
 

BACKGROUND (Consistency with Adopted Plans and Policies, if applicable)

Airport operations include administering all property based leases at the Airport, which comprise a majority of the City's property based leases, and include ground leases, building leases, combination building and ground leases, tenant subleases, and location based operating permits with a diverse range of tenants.  The Airport has been utilizing a lease tickler system developed in-house on a legacy system that is over twenty years old, supplemented by numerous MS Excel spreadsheets that require manual updating.  This system no longer meets the growing and increasingly complex needs of the Airport and its tenants.  The legacy system is slated for decommissioning and when taken out of service will leave the Airport without a critical piece of its lease management capability.  The City issued an RFP to obtain a new Lease Management and Accounting System for managing the Airport's leases, space utilization, billing, and receivables accounting.  The RFP required that proposers provide a software solution with the following scope and key capabilities:
  • Capturing key metrics for all leases, agreements, and related documents.
  • Creating an event tickler for significant benchmark events on all leases and agreements.
  • Creating various reports specific to Airport revenue collection.
  • Cloud hosting and security.
  • Renewable licensing.
  • Creating and configuring invoices, and creating and sending tenant notifications.
  • Integrating with City's current financial system and enterprise content management solution.
  • Online tenant portal where tenants can access documents and pay invoices online.
  • Capturing aeronautical and activity statistics.
  • Configuring reports to include templates for standard reports and ad hoc capability.
  • Reducing duplicate data entry.
  • Potential for future GIS integration, business intelligence to mine statistical data and produce analytical information.
The RFP Committee consisted of Airport staff that will be utilizing the new software, along with IT representatives.  Responses were evaluated based on the following criteria:
  • Overall responsiveness:  proposal readability, relevance, quality, detail, and completeness of information provided.
  • The firm's ability to provide all or most of the desired functionalities, and perform the required services, most notably integration to the City's existing software solutions and meet City's security and hosting requirements.
  • Experience providing scalable solutions for the public sector, specifically state, county, and local governments.
  • Demonstrated clear understanding of the City's project – the objectives and requirements.
  • Compliance with City terms and conditions.
  • The firm's experience with projects comparable to the proposed project. Capability to perform all or most aspects of the project, and current or recent experience in airport or municipal lease management and accounting system projects comparable to the proposed project tasks.
  • Key personnel's professional background and experience.
  • The firm's professional reputation for:  background, integrity, competence, customer satisfaction, and retention and technology innovation.
  • Financial viability and background information.
  • The firm's reputation for customer service and ongoing support.
  • Quality of customer references.
  • The location of corporate office and satellite offices providing the requested services, including proximity to the Billings Logan International Airport, if service and maintenance cannot be accomplished remotely.
  • Current and anticipated future workload.
  • Nature and quality of projects previously completed.
  • Demonstrated ability to create a realistic implementation plan and schedule, meet budgets, schedules, and deadlines.
  • Demonstrated understanding of any challenges of the proposed project or specific concerns.
  • Demonstrated ability to provide qualified project managers and implementation personnel. Project team's professional qualifications, experience, certifications, availability, reputation, professional integrity, competence, and innovation.
  • Presentation quality and content, communication, and technical skills.
Fifteen firms requested and received the RFP.  Four firms preferred to do a from scratch, custom written solution rather than provide personalization of an off-the-shelf solution.  One firm with an existing off-the-shelf solution for airports preferred to provide a total accounting solution with both accounts payable and accounts receivable, but no integration with the City's financial system and enterprise content management solution, which was a mandatory requirement.  Having met all of the criteria, a demonstration meeting was held with Civix to explore further the functionality of the proposed solution to understand better the capabilities and benefits of the software and the implementation process.  The demonstration meeting provided valuable insight on the proposed solution as staff worked on contract negotiations.  Staff is confident that the Civix solution provides the best value to the City and will meet all of the Airport's needs and goals, now and well into the future.
 

ALTERNATIVES

City Council may:
  • Approve the contract and license agreement with GCR Inc., DBA Civix; or,
  • Not Approve the contract and license agreement.

FISCAL EFFECTS

The initial cost of setup includes licensing, project management, migration and conversion, data integration, configuration, and training for a total of $154,553.00. Cloud hosting, security, and support are included in both the initial setup, as well as in each subsequent year's annual maintenance and license renewal.  Annual maintenance/license renewal fees begin with Year 2 at $48,410, Year 3 at $49,862, Year 4 at $51,358, and Year 5 at $52,898, for a total of $202,528.00.  Extensions/renewals are available for post Year 5 at an annual 5% escalator to each year's annual license.  The Airport's FY 23 budget has adequate funds for the initial year licensing and implementation.  Annual fees for subsequent years will be included in the respective fiscal year budgets.
 

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