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A Resolution Amending 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 $176,792.20
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Introduction
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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 recently approved RES 26-159 approving the renewal of the annual software license and support maintenance agreement in the amount of $82,146.07 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 enters 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.
There are two components to the CityView contract; 1. Annual Software License and, 2. Support Maintenance Agreement. In March, staff recommended to change the level of service plan from platinum to gold level. This was at a cost savings for the Village. The Village board was in support of the change and approved the service plan change. This resolution amends the not-to-exceed amount from $82,146.07, which was just for the Support Maintenance Agreement, to $176,792.20 which will incorporate the payment for the Annual Software License.
Timing Considerations
There are no specific timing considerations associated with this item.
Financial Impact
This resolution amends the not-to-exceed amount from $82,146.07, which was just for the Support Maintenance Agreement, to $176,792.20 which will incorporate the payment for the Annual Software License. Funds are allocated in the Development Services external support account to cover the annual software license cost.
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, Neighborhood Services Director/Assistant Village Manager and IT Director 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 platform the Village has
Disadvantages:
• This action requires an additional expenditure of $94,646.13 (a budgeted amount).
Alternatives
Alternative 1:
The Board can reject the Resolution.
Advantages:
• There are no advantages to this alternative.
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 there was no access to a shared system.
• There would be a delay in services if staff needed to acquire additional information on the procurement of 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. Annual License Quote