Submitted By
Emily Egan, Development Services Director
Reviewed By
Erin E. Baynes, Assistant to the Village Manager
Agenda Item Title
Title
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 $208,464.30 and Authorizing its Execution
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Overview
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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Recommendation
Recommendation
Adopt the Resolution.
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, 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.
Fiscal Impact
The 2024 Fiscal Year Budget contains funds in the amount of $208,464.30 for CityView maintenance expenses and software configuration issues. There is $126,130 budgeted in the Development Services Department external support account 1001.46260.101.530667 and $82,335 the Neighborhood Services Department external support account, 1001.46211.101.530667.
DEI Impact
VillageView allows residents and contractors to submit their plans and documents via the customer portal 24/7. However, for those residents without access to the internet, staff will assist those customers during regular working hours by submitting the documents on their behalf.
Alternatives
The Board can delay action to gain additional information.
Previous Board Action
On December 8, 2014, the Village entered into an agreement with CityView, a Division of N. Harris Computer Corporation, to provide a software solution to improve the permitting, licensing, and enforcement activities of the Village, allow for better coordination between departments, and establish online access to information for residents, contractors, and architects.
On May 8, 2015, the Village entered into a licensing agreement with the International Code Council (ICC) to allow the ICC codes to be a part of the CityView/VillageView System.
On October 5, 2015, the Board approved a contract with BerryDunn to provide support services for the new Chief Building Official, Steve Cutaia.
On March 14, 2016, the Contract Committee of the Village Board reviewed this item.
On January 17, 2017, the Board approved RES 17-424, a Change Order to the Contractual Services Agreement between CityView and the Village of Oak Park in the amount of $21,252. The change order allowed the Village to establish an online portal for businesses to pay for Village Tax Obligations (CO 16-13) and provide refresher training to the permitting and plan review staff (CO 17-01).
On May 15, 2017, the Board approved RES 17-549, a Change Order to the Contractual Services Agreement between CityView and the Village of Oak Park in the amount of $13,200. The change order allowed the Village to finish the configuration changes related to the Permit Fee Ordinance update (CO 17-02).
On June 19, 2017, the Board approved RES 17-571, the renewal of the Annual Software License and Support and Maintenance Agreement dated December 15, 2014. The Village entered into an Annual Maintenance Agreement with CityView to receive regular software updates and technical support services.
On November 20, 2017, the Board approved RES 17-718, authorizing the migration of CityView desktop to workspace a web-based system.
On January 16, 2018, the Board approved RES 18-755, an amendment to the Software License and Support agreement dated December 15, 2014. This Amendment provides a ninety (90) day notice period before the end of a renewal term if the Village chooses to not renew the software license agreement.
On May 7, 2018, the Board approved RES 18-875, 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 $146,270.90 and Authorizing its Execution.
On March 18, 2019, the Board approved RES 19-990, 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 $146,721.46 and Authorizing its Execution.
On May 4, 2020, the Board approved RES 20-122, 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 $161,268.47 and Authorizing its Execution.
On March 15, 2021, the Board approved RES 21-82, 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 $172,348.67 and Authorizing its Execution.
On March 21, 2022, the Board approved RES 22-63, 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 $180,346.45 and Authorizing its Execution.
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.
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.
Citizen Advisory Commission Action
On October 9, 2014, staff presented an overview of the project to the Civic Information Services Commission. Regular updates are provided during commission meetings.
Anticipated Future Actions/Commitments
N/A
Intergovernmental Cooperation Opportunities
N/A