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A Resolution Approving the Renewal of the Annual Software License and Support Maintenance Agreement dated December 15, 2014 with CityView, a Division of N. Harris Computer Corporation, for the Village’s Permitting, Licensing and Inspection Services in an Amount Not to Exceed $82,146.07 and Authorizing its Execution
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Introduction
overview
The Village launched the CityView permitting, licensing and inspection software solution known locally as “VillageView” on May 9, 2016. The Village enters into an annual maintenance agreement with CityView to receive regular software updates and technical support services.
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Recommended Action
Approve the Resolution.
Prior Board Action
The Board has taken the following prior action(s):
• On March 18, 2025, the Board approved RES 25-181 approving the renewal of the annual software license and support maintenance agreement in the amount of $224,452.16 and authorized its execution.
• On March 19, 2024, the Board approved RES 24-151 approving the renewal of the annual software license and support maintenance agreement in the amount of $208,464.30 and authorized its execution.
• On March 20, 2023, the Board approved RES 23-109 approving the renewal of the annual software license and support maintenance agreement in the amount of $196,506.44 and authorized its execution.
Background
The Village renamed the CityView software as “VillageView” for reference by the general public. The “VillageView system allows users to apply for licensing and permits online. Additionally, the system has a mobile inspection component that allows inspectors to enter information in the system in real-time. Support staff no longer manually enter the inspection reports. Residents, businesses, and contractors can also view permits and all inspection activities in real-time. Additionally, the Development Services, Neighborhood Services, Fire, Public Works, Adjudication, Police, and Health departments all share the one database- providing a better customer service experience.
The Village has also deployed the mobile technology features in the field for all inspection reports, freeing up staff time from manually entering those reports. The annual maintenance agreement ensures the Village receives continuous updates and support to the operating system and has access to technical support services and staff training when needed.
Staff is recommending to change the level of service plan that the Village renews from platinum to gold level. The Village currently has 206 unused hours that are rolling over from last fiscal year to current. The change of service level would result in the same level of service from CityView, just a lower level of maintenance hours, which staff believe is sufficient for year-round support.
Timing Considerations
There are no specific timing considerations associated with this item.
Financial Impact
If approved, staff’s recommendation to change the service level from Platinum to Gold results in an annual cost savings of $157,734.13. There are funds allocated in the Development Services external support account 1001.46260.101.530667 for the total cost of this agreement.
Operations Impact
There is a dedicated core team that manages the CityView contract. The Development Services Administrative Officer/Business Services Manager is the software manager; overseeing the daily operations of the platform and the central oversight point of Village operations within the system. Support is received from Development Services Director Failor, Neighborhood Services Director/Assistant Village Manager Burch and IT Director Nepomuceno to address larger projects and program updates. Staff meet weekly with CityView representatives to discuss special projects and platform upgrades. In average, 25 hours a week are dedicated staff time to management and oversight of this contract.
DEI Impact
VillageView allows residents and contractors to submit their plans via the customer portal 24/7. However, for those users without access to the internet, staff will assist them during regular working hours by submitting the documents on their behalf.
Community Input
There has been no community input given in relation to this item.
Staff Recommendation
Approve the Resolution.
Advantages:
• The Village will continue to have permitting, licensing and inspection software.
• Staff will be able to successfully implement the update changes that have been worked on to create efficiencies in processes.
• Staff will be able to continue a paperless operation on the largest external-facing Village platform.
Disadvantages:
• This action requires the expenditure of $82,146.07.
Alternatives
Alternative 1:
The Board can deny the Resolution.
Advantages:
• Potential cost savings of up to $239,880.20
Disadvantages:
• If the resolution is not approved, the Village would not have a permitting, licensing or inspection software.
• There would be a negative impact on Village operations without a common platform used by various departments. Customer service would be negatively impacted if staff did not have access to a shared system.
• There would be a delay in services if staff needed to acquire additional information on the procurement of a new software.
Anticipated Future Actions
There are no anticipated future actions in relation to this item.
Prepared By: Noemy Diaz, Administrative Officer/Business Services Manager
Reviewed By: Craig Failor, Development Services Director
Approved By: Kevin J. Jackson, Village Manager
Attachment(s):
1. Resolution
2. Gold Maintenance Quote