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HomeMy WebLinkAbout05.H- Community Development RESOLUTION(ID# 1828) DOC ID: 1828 D CITY OF SAN BERNARDINO—REQUEST FOR COUNCIL ACTION Agreement/Contract Amendment From: Margo Wheeler M/CC Meeting Date: 06/18/2012 Prepared by: Lisa Sherrick, (909) 384-5057 Dept: Community Development Ward(s): All Subject: Resolution of the Mayor and Common Council of the City of San Bernardino Authorizing the Amendment of Resolution 2008431 an Agreement and Purchase Order to Government Outreach for the Set Up and Subscription Fees for Code Enforcement Management Software Service to Include a Weed Abatement Module. Financial Impact: Account Budgeted Amount: $39,000.00 Account No. 001-180-5505-0000-0021 Account Description: Other Professional Services Balance as of. $224,600.00 Budgeted for Fiscal Year 2012/2013 Balance after approval of this item: $193,700.00 Please note this balance does not indicate available funding. It does not include non-encumbered reoccurring expenses or expenses incurred,but not yet processed. Furthermore, city staff will incorporate the recovery of costs incurred to provide weed abatement services from the affected parcel owners consistent with city polices and procedures. Motion: Adopt Resolution. Synopsis of Previous Council Action: In November, 2008 Resolution 2008431 was approved by the Mayor and Council awarding an agreement to Government Outreach for the subscription to the Citizen Relationship Management software service for the use GOEnforce. Background: Code Enforcement is currently using Government Outreach. In 2008, Code staff and the Information Technology (IT) Division researched code enforcement management software programs, surveyed several cities, and received demonstrations and G Updated:6/12/2012 by Sabdi Sanchez D PacketPg. 115 S.H 1828 proposals from three code enforcement management system vendors. Government Outreach GOEnforce management software service was recommended and implemented based on positive references from several cities, the rich functionality of the system, and vendor's ability to provide the necessary services. In addition, on October 15, 2007, the Mayor and Common Council approved an agreement with Government Outreach for a Citizen Relationship Management (CRM) system that allows citizens, staff, and elected officials to submit and track complaints and questions via the Internet. The currently used weed abatement program was developed internally nearly 20 years and no longer meets the needs of the Division and is not as functional as desired. GOEnforce's Weed Abatement module would modernize our weed abatement program, track fines, liens and violations, producing reports that will identify trends, payment/lien history and many other features. Additionally, the weed abatement module will provide reporting options that give staff an efficient way to obtain data on: • Open vs Closed by Month ® • Closed Time Distribution • Open Time Distribution • Cases Due for Re-Inspection • Violation Counts • Violation Counts by Officer • Violations with Historical Comparisons • Topics with Historical Comparisons • Custom Reporting • Mapping of Cases Updated:6/12/2012 by Sabdi Sanchez D Packet Pg. 116 1828 The Government Outreach GOEnforce system was designed specifically for code enforcement agencies and provides several features and benefits including: �•/ • Case Management • Case History of letters and photos (elimination of paper) • Automatic and consistent letter generation • Case counts and property alerts on dangerous properties • Re-inspection reports- can be automatically delivered to each officer • Batch printing of letters • Searchable history of issues The GOEnforce system is subscription-based and hosted by the vendor on synchronized servers located at separate secure facilities to protect against failures. This eliminates the need for the �I City to purchase or maintain additional expensive servers and software. V The term of the service agreement between the City and Government Outreach is one year, and continues thereafter on a yearly basis unless terminated by either party with thirty days written notice. The benefit of a continuing agreement is that cost increases for the first three (3) years are avoided. The implementation of the GoEnforce system with the Weed Abatement modules will help to greatly improve customer service, employee efficiency,payment/lien tracking and report generation,and compatibility with the CRM system. The system will help staff and management streamline the complaint management process,provide tools to track and measure performance, and increase accountability. Financial Impact: Updated:6/12/2012 by Sabdi Sanchez D 1828 The current annual cost for the subscription to the Government Outreach GOEnforce Service is $23,400. The additional cost of the weed abatement module is $3,000.00 for the one time set-up fee and a recurring hosting fee of$3,900.00 ($325.00 per month), which is a total of$6,900.00. This brings the total of the contract to $30,300.00. The additional funds will come from the Department Professional Contractual account; no additional funds are being requested. Recommendation: Adopt resolution. City Attorney Review: .Supporting Documents: San Bernardino Order Form-Weed Abatement-v2 (PDF) reso 1828 (PDF) Updated:6/12/2012 by Sabdi Sanchez D Packet Pg. 118 Government Outreach Order Form,San Bernardino California Government Outreach will add a Weed Abatement/Inspection capability to the GOEnforce code enforcement service to the City of San Bernardino's existing GOEnforce code enforcement vendor service agreement for a one time setup fee of $3000 and for a recurring annual hosting fee of$3,900($325 per month). The initial period will be prorated from July 1, 2012 until June 30, 2013 to align with the City's fiscal boundaries. `m E v By signature of this order form, the existing vendor service agreement(number 2008- a 431)with the City of San Bernardino for GOEnforce will be extended to include a Weed a Abatement/Inspection capability. City understands that City must be current and in good d v standing with the current vendor services agreement for GOEnforce in order to use the 3 Weed Abatement/Inspection capability. `o `c Total fees of$6,900 for the additional Weed Abatement/Inspection capability are due by o August 1, 2012. �? m N W N By: By:Kendall Smith c v E Title: Title:President © m s Date: Date: Q a v m E `o LL d 0 O C `m c N m C m N C O E U U N Q 1 RESOLUTION NO. 2 3 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN 4 BERNARDINO AUTHORIZING THE CITY MANAGER TO EXECUTE AMENDMENT NO.1 TO RESOLUTION 2008431 WITH GOVERNMENT OUTREACH FOR THE 5 SUBSCRIPTION TO THE CITIZEN RELATIONSHIP MANAGEMENT SOFTWARE SERVICE AND AUTHORIZE THE DIRECTOR OF FINANCE TO INCREASE THE 6 GOVERNMENT OUTREACH PURCHASE ORDER TO 530,300. 7 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE a CITY OF SAN BERNARDINO AS FOLLOWS: d m a 9 R 10 SECTION 1: That the Director of Finance or his/her designee is hereby authorized to issue an Annual Purchase Order to Government Outreach in an amount not to exceed 3 11 d $30,300.00 for Fiscal Year 2012/2013 for implementation and subscription costs for the Code `o 12 Enforcement, Single Family Rental and Weed Abatement Management software service. The u w 0 13 Purchase Order shall reference the number of this resolution and shall read, "GOEnforce, FY 14 20122013, not to exceed $30,300.00." and shall incorporate the terms and conditions of °Nr° © 15 Resolution 2008431 including the attached Agreement. The annual cost for the GOEnforce 16 System software subscription will be$30,300.00. o N 17 SECTION 2: That the City Manager of the City of San Bernardino is hereby authorized 18 to execute on behalf of said City an Agreement between the City of San Bernardino and N 19 Government Outreach,a copy of which is attached hereto and incorporated herein. 0 SECTION 3: The authorization to execute the above-referenced Agreement and issue 20 the above-referenced Purchase Order is rescinded if not executed/issued within sixty(60) days a u of the passage of this Resolution. E E 22 23 24 25 26 27 28 O Packet Pg. 120 1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AUTHORIZING THE EXECUTION OF AN AGREEMENT AND 2 PURCHASE ORDER TO GOVERNMENT OUTREACH FOR THE SUBSCRIPTION TO 3 THE CITIZEN RELATIONSHIP MANGEMENT SOFTWARE SERVICE. 4 I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and Common Council of the City of San Bernardino at a regular meeting thereof, held on the 18th 5 day of June,2012,by the following vote,to wit: 6 7 Council Members Aves Nays Abstain Absent d E a MARQUEZ � 9 Q JENKINS I 10 11 VALDIVA `0 12 SHORETT c w 0 13 KELLEY 14 JOHNSON 15 McCAMMACK o 16 N 17 C 1e Georgeann"Gigi"Hanna,City Clerk la The foregoing resolution is hereby approved this day of 2012. m 20 a 21 E 22 Patrick J.Morris,Mayor m City of San Bernardino a 23 Approved as to form: f 29 ,z&0- 25 J s . enman,City Attorney 26 27 29 =6w