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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 $224,452.16 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 19, 2024, the Village Board approved a 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 September 18, 2023, the Board approved RES 23-266, a Change Order in the Amount of $12,100 to the Renewal of the Annual Software License and Support and Maintenance Agreement dated December 15, 2014, with CityView, a Division of N. Harris Computer Corporation, to Add Animal Control Services to Increase the Not to Exceed Amount from $196,509.44 to $208,609.44 and Authorizing Execution of Amendment No. 2 to the License and Support Agreement.
• On March 20, 2023, the Board approved RES 23-109, a Resolution Approving the Renewal of the Annual Software License and Support and Maintenance Agreement dated December 15, 2014, with CityView, a Division of N. Harris Computer Corporation, to include Platinum Maintenance Membership for the Village’s Permitting, Licensing and Inspection Services in an Amount Not to Exceed $196,509.44 and Authorizing 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 into 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, and Health departments share one database, providing a better customer service experience.
The Village has deployed mobile technology 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 to the operating system and has access to technical support services and staff training when needed.
Timing Considerations
Staff has been working on an 11-month process to fully revamp the platform and update it to ensure processes are efficient and provide seamless customer services. This update is scheduled to go live in July of 2025.
Budget Impact
The 2025 Fiscal Year Budget contains funds in the amount of $224,452.16 for CityView maintenance expenses and software configuration issues. There is $157,117 in the Development Services external support account 1001.46260.101.530667 and $67,335.16 in the Neighborhood Services external support account 1001.26211.101.530667.
Staffing Impact
There is a dedicated core team managing this contract. The Development Services Administrative Officer is the software manager, overseeing daily operations of the platform and receiving support 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 project status updates and platform upgrades.
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 those customers during regular working hours by submitting the documents on their behalf.
Community Input
There has been no community input on this item.
Staff Recommendation
Staff recommends to approve the resolution.
Advantages:
• The Village will continue to have permitting, licensing, and inspection software.
• Staff will be able to execute the update that has been worked on to improve the customer’s experience with the 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 the expenditure of $224,452.16 in funds.
Alternatives
Alternative 1
The board can reject the Resolution.
Advantages:
• Potential cost savings of up to $224,452.16.
Disadvantages:
• If the resolution is not approved, the Village would not have permitting, licensing, or inspection software.
• There will be a negative impact on Village operations without a common platform used by various departments. Customer service would be negatively impacted if staff do not have access to the largest external platform the Village has.
• 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, Development Services Administrative Officer
Reviewed By: Craig Failor, Development Services Director
Approved By: Kevin J. Jackson, Village Manager
Attachment(s):
1. Resolution
2. 2025 CityView Agreement