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HomeMy WebLinkAboutPR 18209: 1 YEAR SUBSCRIPTION FOR CODE ENFORCEMENT SOFTWARE WITH CITIZENSERVE ONLINE SOLUTIONS, LLC Memorandum City of Port Arthur, Texas Health Department TO: John A. Comeaux, P. E., Interim City Manager FROM: Judith Smith, RN, BSN, Director of Health Services Q� DATE: February 18, 2014 SUBJECT: Proposed Resolution No. 18209 Approval of the purchase of an additional one (1) year subscription for Code Enforcement software with Citizenserve Online Solutions, LLC RECOMMENDATION It is recommended that the City Council approve P.R. No. 18209, authorizing the Interim City Manager to approve the purchase of an additional one (1) year subscription for code enforcement software with Citizenserve Online Solutions, LLC for the Environmental Health Division in an amount not to exceed $18,800.00. BACKGROUND The environmental health division started a new software program called Citizenserve in 2013. This software program completely automates the process of opening cases, scheduling inspections, and reinspections, recording violations, coordinating results, photos, property ownership, notices, and notes to each case. Because the inspector's jobs are in the field, citizenserve software is a fully mobile solution that gives complete access to code enforcement data. This program also increases efficiency, giving the inspectors more time out in the field with the citizens. Citizenserve has proven to be extremely beneficial to the environmental health division's mission to rid the city of blight and public nuisances related to environmental health concerns. BUDGETARY AND FISCAL EFFECT None. STAFFING EFFECT None. SUMMARY It is recommended that the City Council approve P.R. No. 18209, authorizing the city manager to approve the purchase of an additional one (1) year subscription for code enforcement software with Citizenserve Online Solutions, LLC P.R. No.18209 2/18/2014 -js RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO APPROVE THE PURCHASE OF AN ADDITIONAL ONE (1) YEAR SUBSCRIPTION FOR CODE ENFORCEMENT SOFTWARE WITH CITIZENSERVE ONLINE SOLUTIONS, LLC FOR THE ENVIRONMENTAL HEALTH DIVISION IN AN AMOUNT NOT TO EXCEED $18,800.00; FUNDS AVAILABLE IN ACCOUNT NO. 001-1304-541.57-00 WHEREAS, the City of Port Arthur continues to suffer an overwhelming problem with public nuisances related to environmental health issues over the past several years; and WHEREAS, there is a need for an efficient file management system in order to assist the Code Enforcement Division in quickly addressing environmental health violations; and WHEREAS, after researching through several different software companies, Citizenserve Online Solutions, LLC was found to be most beneficial (a synopsis of its services are attached here as Exhibit "A "); and WHEREAS, Citizenserve software completely automates the process of opening cases, scheduling inspections, recording violations, preparing written notices to violators, coordinating performance of work and coordinating resolutions effectively; and WHEREAS, it is deemed in the best interest of the City of Port Arthur to purchase an additional one (1) year subscription with Citizenserve Online Solutions, LLC. Page 2 P.R. No. 18209 2/18/14 -js NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: Section 1. That the facts and opinions in the preamble are true and correct. Section 2. That the City Manager is hereby authorized to purchase an additional one (1) year subscription between the City of Port Arthur and Citizenserve Online Solutions, LLC in an amount not to exceed $18,800, as delineated in Exhibit `B ". Section 3. That a copy of the caption of this Resolution shall be spread upon the Minutes of the City Council. READ, ADOPTED, AND APPROVED, this day of March, 2014 AD, at a Regular Meeting of the City Council of the City of Port Arthur, Texas by the following vote: AYES: • Mayor: Councilmembers: • • NOES: Page 3 P.R. No. 18209 2/18/14 -js MAYOR ATTEST: Sherri Bellard, City Secretary APPROVED AS TO FORM: Val Tizeno, $ty Attorney APPROVED FOR THE AVAILABILITY OF FUNDS: Deborah Echols, CPA, Director of Finance APPROVED FOR ADMINISTRATION: u,didt ,�nwdb maw John Comeaux, P.E., Interim City Manager J Smith, RN, BSN, Director of Health EXHIBIT "A" Code Enforcement CitizenServe code enforcement software completely automates the process of code opening cases, scheduling inspections, recording violations and coordinating .enforcemen • resolutions. Property ownership, inspection results, photos, notices, violations and alliaL notes become an electronic record of each case. When your job takes you in the field, citizenserve is a fully mobile solution that gives you complete remote access. Code Enforcement Feature Profile: New Case Entry:; • Automatic address verification and import of property ownership . ir, for matior; gCtt en • lnsi l=int dis )1< +y of property alerts or prior complaints or violations on `" .', "-t the property • Default inspections to the current date, tomorrow or a future date • Inspectors are notified immediately and can access new inspections " ' in the field Inspections: .. . • Automatic reniinc'crs of inspections due • Unlimited note enby • Add additional contacts as needed with no limits on the number of contacts added • Attach an unlimited number of photos Violations: • Select violation by ordinance or by description • Add an unlimited ciumber of violations to your cases • Violation notices can print full violation ordinance text if desired • Individual status trucking for each violation Photos: • Attach an rrnlimited number of photos to you case • Show photo thunti nails on search pages if desired • photos can be included in violation notices or other letters • Ability to print all photos, or selected photos, on the file at once • Attach other document types such as video, audio, e•rnail, word document, spreadsheet etc. Notices: • Geierate Notice of Violations, Hearing Notification, Citations, Lien Notices or any other document based on your templates • Create an unlimited number of letter or notice templates • Nail( es are permanently attached to the file and can only be modified or deleted by authorized users ci ti ens . rve Page 1 8 • EXHIBIT "B" • Date Invoice No.. • — s . '—' 01/26/2014 1905 1J Terms — Due Date Due on receipt 01/26/2014 onlinesotutions 1101 east warner mitt, 160 te;^npe, az 85284 Bill To City of Port Arthur 444 4th St Port Arthur, TX 77640 Service Activity Quantity Rate . Amount Annual Billing • 12 Citizenserve user Subscriptions (3/1/2014 through 2/28/2015) 12 1,500.00 18,000.00 Training • 4 new users at $200 for initial training 4 200.00 800.00 • Total $18,800.00 onlinesolutions — 1.800.325.9818 — citizenserve Order Form — City of Port Arthur, Texas Account Name: Send To: City of Port Arthur, Texas Online Solutions 1101 E. Warner Road Suite 160 Purchase Order #: Tempe AZ 85284 Fax: 800.325.9818 Contact Information: Billing Information: Javier Cabanillas Javier Cabanillas City of Port Arthur City of Port Arthur 444 4th St 444 4 St Port Arthur, TX 77640 Port Arthur, TX 77640 Email: iavier.cabanillas @portarthur.net Email: javier.cabanillas@portarthur.net Phone: (409) 332 -2525 Phone: (409) 332 -2525 Contact Term: Billing Cycle: Annual Billing Schedule: Upon Contract Signing Annual Service Term Starts: 3/1/2014 Annual Service Term Ends: 2/28/2015 Subscription Information: User Subscriptions 12 users $150.00 per named user per month $18,000.00 Custom Citizen Access not included *standard citizen access is included $0.00 Total Subscription Cost $18,000.00 Setup and Training: Base Installation Charge X 4 new user training at $200 per user $800.00 Code Enforcement Setup X Building Permits Setup Planning /Zoning Setup Licensing Setup Request Tracking Setup Custom Citizen Access Data Conversion not included $0.00 Systems Integration not included $0.00 Total Installation Cost $800.00 Initial Subscription Cost (3/1/2014 — 2/28/2015) $18,000.00 Total 1 Year Costs (due on contract signing) $18,800.00 Each Additional Year Costs $18,000.00 citizenserve e- government software 2012© online solutions, Ilc. all rights reserved. confidential www.citizenserve.com City of Port Arthur, Texas order form - 11/28/2012 °fig .- , Order Form — City of Port Arthur, Texas I authorize Online Solutions, LLC to invoice as per the above information. Agreed to as stated. Online Solutions: Customer: Authorized Signature Authorized Signature Julie Garvey Print or Type Name of Signatory Print or Type Name of Signatory 2/25/2014 Execution Date Execution Date Address: Address: 1101 E. Warner Road City of Port Arthur Suite 160 444 4 St Tempe, AZ 85284 Port Arthur, TX 77640 citizenserve e- government software 2012© online solutions, Ilc. all rights reserved. confidential www.citizenserve.com City of Port Arthur, Texas order form - 11/28/2012