Title
A Resolution Of The City Commission Of The City Of Hollywood, Florida, Authorizing The Appropriate City Officials To Execute The Attached Agreement Between Tyler Technologies Inc. And The City Of Hollywood For The Purchase Of A Plan Review, Permitting Code Enforcement Business License And Fire Inspection System In The Amount Not To Exceed $650,000.00 Which Includes Software Licenses, Implementation Services Training And The First Year Of Maintenance And Subsequent Year's Maintenance In The Estimated Amount Of $60,000.00.
Body
Staff Recommends: Approval of the Attached Resolution.
Explanation:
The City implemented a building inspection, plan review and code enforcement violation system in May, 2007.
The current system does not provide for the ability to enable electronic submission and concurrent review of plans, the ability to issue special permits such as tree permits, special events permits and the ability to automate Fire Inspection Reviews or Certificates of Use.
The Departments of Building, Planning, Fire Rescue and Beach Safety and Finance have requested the implementation of a system with the capabilities for electronic plan submittals, concurrent plan reviews, processing of special permits, issuance of Business Licenses and automating the annual fire inspection and Certificate of Use processes.
The implementation of a system with the capabilities indicated above would improve operational efficiencies and increase customer service.
The Town of Jupiter issued Request for Services through RFP Number CDS-2012-01 for the purpose of acquiring a Community Development and Services System on April 23, 2012.
Energov Solutions, LLC responded to the Town of Jupiter's Request for Proposal dated June 1, 2012.
Tyler Technologies, Inc. acquired Energov Solutions, LLC in November 2012.
In January, 2013, the Town of Jupiter, Florida signed an agreement with Tyler Technologies, Inc. for licensing, installation and support services for a Community Development System which includes Electronic Plan Submittals and Plan Reviews, Inspections, Permitting, Code Violations and Business Licenses.
Section 38.40 (C)(5) of the Purchasing Ordinance allows the Director to procure, without formal procedures, all goods and services which are subject of contracts with the state, its political subdivisions, the United States government, or other governmental entities, or a corporation not for profit whose members are governmental entities, public officers, or any combination thereof, provided however, the goods and services are: (i) the subject of a price schedule negotiated by the state or the United States government, or (ii) the subject of a contract with another governmental entity or a corporation not for profit whose members are governmental entities, public officers, or any combination thereof, which contract is based strictly on competitive bids or competitive proposals and not on any preference.
Staff from the Departments of Building, Planning, Finance, Fire Rescue and Beach Safety, Police, and Information Technology was involved in several detailed product demonstrations.
Staff contacted the Cities of Cambridge, Massachusetts, Marco Island, Florida, Columbus, Georgia, and Cedar Rapids, Iowa, and received favorable responses regarding their success in utilizing the Tyler Software.
Staff from the Departments of Building, Planning and Information Technology conducted a site visit with the City of Marco Island, Florida to view the Tyler system in operation and received favorable comments from the staff at Marco Island, Florida.
As part of the implementation of Tyler Technologies Inc. Utilities Billing System, the City has already acquired Tyler's Cashiering System and Content Management modules, and city staff has already created the Chart of Accounts which will interface with the City's current Financial System.
Tyler Technologies, Inc. is committed to providing seamless integration between their Utility Billing System and their Energov solution for the land management and Citizen Self Service modules enabling staff to view information by street address or folio number information related to utility billing, building permits, inspections, code violations, business licenses, fire inspections and certificate of use.
The initial cost of the system is approximately $650,000, which includes installation of software, software licenses, implementation services, and the first year of maintenance, with the City incurring annual maintenance costs of approximately $60,000 which may be subject to annual increase not greater than the increase in the Consumer Price Index (CPI) based on the Consumer Price Index for Urban Consumers, U.S. City Average, as published by the U.S. Bureau of Labor Statistics.
The Police Chief/Assistant City Manager, Fire Chief, and Directors of Building, Planning, Finance, Information Technology and Procurement Services recommend the City Commission approve the execution of the attached agreement with Tyler Technologies, Inc. for software and related services.
Funding for the attached agreement has been appropriated and exists in Account Numbers 57.1345.00056.590.004631 in the amount of $99,072.00, 57.1345.00056.590.007113 in the amount of $446,933.00, 57.1345.00056.590.007213 in the amount of $18,955.00.00 and 63.0100.22059.554.005224 in the amount of $85,000.00.
Recommended for inclusion on the agenda by:
Cathy Swanson-Rivenbark, City Manager
Matthew Lalla, Director, Financial Services
John Barletta, Director, Information Technology
Joel Wasserman, Director, Procurement Services