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Home My WebLink AboutPR 25044 : EXECUTE AN AGREEMENT WITH ONLINE SOLUTIONS, LLC. TO EXPAND THE CITY'S EXISTING CITIZENSERVE CLOUD-BASED SOFTWARE SUBSCRIPTION City of ort rthu — 7[xrt s www.PortArthurTx.gov DEPARTMENT OF DEVELOPMENT SERVICES DIVISION OF PLANNING AND ZONING INTEROFFICE MEMORANDUM Date: July 18, 2026 To: The Honorable Mayor and City Council Through: Ronald "Ron" Burton, City Manager, CPM From: Pamela D. Langford, CPM, Assistant City Manager— Operations/ Director of Development Services RE: P.R. NO. 25044 — Proposed Resolution authorizing the City Manager to execute an agreement with Online Solutions, LLC, of Tempe, Arizona, to expand the City's existing CitizenServe cloud-based software subscription. Introduction: The Port Arthur City Council is being asked to consider the approval of Proposed Resolution No. 25044, which authorizes the City Manager to execute an agreement with Online Solutions, LLC, of Tempe, Arizona, to expand the City's existing CitizenServe cloud-based software subscription, to include Planning and Zoning and Inspections modules that will support the administration and enforcement of recently adopted City ordinances while improving operational efficiency, record management, and customer service. Background: In 2013, the City Council approved Resolution No. 13-119, authorizing the City Manager to enter into an agreement with Online Solutions, LLC, of Tempe, Arizona, for the implementation of the CitizenServe Code Enforcement Software for the Environmental Health Division. Since that time, the Environmental Health Division has successfully utilized the cloud-based subscription to manage code enforcement cases, inspections, property histories, notices, and enforcement activities. CitizenServe is a web-based community development platform designed specifically for local governments. The software provides a centralized system for managing permits, inspections, planning applications, code enforcement cases, citizen requests, mobile "Remember,we are here to serve the Citizens of Port Arthur" P.O. Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743 inspections, document management, photographs, notices, reporting, and public access through an online portal. The platform allows inspectors and staff to access case information in the office or in the field, automate workflows, schedule inspections, maintain property histories, generate correspondence, and track enforcement activities electronically, thereby improving efficiency, accountability, and customer service. It also provides citizens and property owners with the ability to submit applications, upload documentation, track requests, and receive status updates online. Since the City's initial implementation of CitizenServe, the Department of Development Services has assumed responsibility for administering and enforcing several new regulatory programs, including: • Short-Term Rental Registration; • Minimum Property Standards; • Parking on Unimproved Surfaces; • Downtown Vacant Building Registration; • Planning and Zoning compliance; and • Building and property maintenance inspections. These programs require increased inspection activity, case tracking, documentation, public communication, and coordination of enforcement between the Planning and Zoning and Inspections Divisions. Expanding the City's existing CitizenServe subscription will allow these divisions to manage enforcement activities using the same proven cloud-based platform currently utilized by the Environmental Health Division, rather than relying on separate manual processes or independent databases. The additional modules will provide electronic case management, mobile field inspections, automated notices, document storage, GIS integration, workflow management, reporting, and online customer services, creating a comprehensive community development platform for the Department of Development Services. Budget Impact: The cost to expand the City's existing CitizenServe subscription is $38,600.00 for the initial year, which includes implementation and software licensing. Annual subscription costs after the first year will be $12,600.00, subject to future City Council budget approval. Funding for the first-year subscription is available in the Planning Online Databases Account No. 001-13-031-5221-00-10-000. Recommendation: It is recommended that the City Council consider approving Proposed Resolution No. 25044, authorizing the City Manager to execute an agreement with Online Solutions, LLC, to expand the City's existing CitizenServe cloud-based software subscription by adding Planning and Zoning and Inspections modules for the Department of Development Services. "Remember,we are here to serve the Citizens of Port Arthur" P.O. Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743 P.R. NO. 25044 07.18.2026 PDL PAGE 1 OF 5 RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE AN AGREEMENT WITH ONLINE SOLUTIONS, LLC, OF TEMPE, ARIZONA, TO EXPAND THE CITY'S EXISTING CITIZENSERVE CLOUD-BASED SOFTWARE SUBSCRIPTION BY ADDING PLANNING AND ZONING AND INSPECTIONS MODULES FOR THE DEPARTMENT OF DEVELOPMENT SERVICES, IN AN AMOUNT NOT TO EXCEED $38,600.00 FOR THE FIRST YEAR AND $12,600.00 ANNUALLY THEREAFTER, SUBJECT TO FUTURE BUDGET APPROVAL; PROVIDING THAT FIRST-YEAR FUNDING IS AVAILABLE IN THE PLANNING ONLINE DATABASES ACCOUNT NO. 001-13-031-5221-00- 10-000. WHEREAS, the City of Port Arthur is committed to utilizing technology that improves the efficiency, transparency, and effectiveness of municipal operations and regulatory enforcement; and WHEREAS, pursuant to Resolution No. 13-119, adopted in 2013, the City Council authorized the City Manager to execute an agreement with Online Solutions, LLC, of Tempe, Arizona, for CitizenServe Code Enforcement Software to support the Environmental Health Division's code enforcement activities; and WHEREAS, the Environmental Health Division has successfully utilized the CitizenServe software subscription each year since its implementation to manage code enforcement cases and improve operational efficiency; and WHEREAS, the City Council has recently adopted and amended ordinances pertaining to Short-Term Rentals, Minimum Property Standards, Parking on Unimproved Surfaces, and Downtown Vacant Building Registration, all of which are administered and enforced by the Planning and Zoning and Inspections Divisions of the Department of Development Services; and P.R. NO. 25044 07.18.2026 PDL PAGE 2 OF 5 WHEREAS, expanding the City's existing CitizenServe subscription to include Planning and Zoning and Inspections modules will provide a centralized platform for permit management, inspections, case tracking, online applications, enforcement activities, reporting, and customer service, while improving departmental efficiency and accountability; and WHEREAS, Online Solutions, LLC, has submitted a proposal to provide the additional CitizenServe software modules for the Planning and Zoning and Inspections Divisions in an amount not to exceed Thirty-Eight Thousand Six Hundred Dollars ($38,600.00) for the initial year of service and Twelve Thousand Six Hundred Dollars ($12,600.00) annually thereafter, subject to future budget approval by the City Council; and WHEREAS, funding for the initial year of service is available in the Planning Online Databases Account No. 001-13-031-5221-00-10-000. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR, TEXAS: SECTION 1. That the facts and opinions in the preamble are true and correct. SECTION 2. That the City Manager is hereby authorized to execute an agreement with Online Solutions, LLC, of Tempe, Arizona, to expand the City's existing CitizenServe Cloud-Based Software for the Planning and Zoning and Inspections Divisions of the Department of Development Services in an amount not to exceed Thirty-Eight Thousand Six Hundred Dollars ($38,600.00) for the first year of service and Twelve Thousand Six Hundred Dollars ($12,600.00) annually thereafter, subject to future City Council budget approval, as delineated in Exhibit "A". P.R. NO. 25044 07.18.2026 PDL PAGE 3 OF 5 SECTION 3. That funding for the first-year agreement is available in the Planning Online Databases Account No. 001-13-031-5221-00-10-000. SECTION 4. That the City Manager is further authorized to execute all documents necessary to effectuate the intent of this Resolution. SECTION 5. That a copy of the caption of this resolution shall be spread upon the Minutes of the City Council. READ, ADOPTED AND APPROVED on this day of July, A.D., 2026, at a Regular Meeting of the City Council of the City of Port Arthur, Texas, by the following vote: AYES: Mayor: Council members: Noes: Charlotte M. Moses, Mayor ATTEST: Christe Whitley Ned, TRMC, City Secretary APPROVED AS TO FORM: Roxann Pais Cotroneo, Esq., City Attorney P.R. NO. 25044 07.18.2026 PDL PAGE 4 OF 5 APPROVED AS DMINISTRATION: Ronald "Ron" Bu , PM, City Manager 4443 . Pamela D. Langford, CrM, Assistant City Manager-Operations/Director of Planning and Development Services APPROVED AS TO AVAILABILITY OF FUNDS: W-Y-Yt dip &ad& yn a Boswell, Director of Finance ( J 44,. Clifto Williams, CPPD, Purchasing Manager P.R. NO. 25044 07.18.2026 PDL PAGE 5 OF 5 Exhibit "A" citizenserve Quote - 06/11/2026 Prices valid until 12/08/2026 Account Name: Port Arthur, Texas Contact Information: Billing Information: James Brown 300 E. 4th Street Suite 200 Port Arthur, TX 77640 james.brown@portarthurtx.gov Contract Term: Components to be Implemented m Code Enforcement Billing Cycle: Annual m Planning &Zoning Billing Schedule: Upon Contract Signing Fees: 6 User Subscriptions $2,100.00 per named user per year $12,600.00 Project Management, Training, and Implementation $1,500.00 per user $9,000.00 Data Migrations Tyler $7,000.00 Integrations and Services GIS Integration (One-way) $10,000.00 Total 1st Year Fees $38,600.00 Each Additional Year Fees $12,600.00