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HomeMy WebLinkAbout~Master - Contract for Inspections software, installation services, and hardware RESOLUTION NO. 14-250 RESOLUTION APPROVING CONTRACT FOR INSPECTION DIVISION SOFTWARE, INSTALLATION SERVICES,AND ASSOCIATED HARDWARE FOR THE CITY OF AMES,IOWA WHEREAS, on June 21, 2011, the City Council held a work session with developers to discuss the impact that the City's various development codes have on the renovation of existing buildings; and, WHEREAS, resulting from that meeting were several suggestions specifically updated technology that could help provide better customer service and increase the overall efficiency of the City's Inspection Division; and, WHEREAS,in an effort to address these concerns,the Deputy Fire Chief was asked to help lead a process for determining software needs for the Inspection Division; and, WHEREAS,several actions were taken to help determine what might improve the efforts of this Division, including meeting with members of the Division and speaking with other subject matter experts; it was eventually determined that a software solution might greatly assist members of the Inspection Division; and, WHEREAS, during the summer of 2011, a cross-departmental group of City employees representing Information Technology (IT), Geographic Information Systems (GIS), Purchasing, Inspections and Fire met several times to discuss options, further review the needs of Division, and develop a Request for Proposals (RFP); and, WHEREAS,in October 2011,the Division released an RFP for new Inspection Software in accordance with the City's Purchasing Policies and Procedures, and in November, the group reassembled to evaluate the 10 vendor proposals received which included 13 different options;and, WHEREAS, proposals were independently evaluated, scored, and ranked based on a pre- developed matrix with criteria that included proposed design, vendor, experience/references, and cost, and the top four vendors were then invited to Ames to provide on-site demonstrations,where each presentation was evaluated, scored, and ranked based on a pre-developed matrix; and, WHEREAS, all proposal and presentation evaluations were then tallied by the Purchasing Division, and a lead vendor was identified based on meeting all the pre-identified needs of the Inspection Division; and, WHEREAS, the costs of the purchase and implementation were higher than originally anticipated, and this concern was taken back to Council, where City staff was directed to budget additional funds to cover the purchase of this software; and, WHEREAS,by the time this directive was received and sufficient funds($250,000)were set aside for the purchase, a significant amount of time had passed, and the date time line for each vendor's cost estimation had expired; and, WHEREAS,the Finance Division was consulted,and it's recommendation was to re-release a revised RFP; and, WHEREAS,in May 2013,a second RFP was released,and a multi-step process was initiated with Finance's assistance to help select a potential vendor;by June of 2013,a total of seven vendor proposals had been received; and, WHEREAS, the team of seven City employees representing Inspections, IT, GIS, Finance and Fire independently reviewed each proposal,based on a predetermined matrix evaluating cost, responsiveness to the proposal requirements, project understanding, vendor qualifications, and previous experience/references; and, WHEREAS, the seven-member team called vendor references, reviewed the evaluation results based on a multi-step process (including a professional proposal, highly regarded presentation,moderate one-time/ongoing costs,very positive reference checks,and accessibility of a local Ames office), and recommended that the top vendor, EnerGov/Tyler Technologies, Inc., (Tyler)of Duluth, Georgia, be selected; and, WHEREAS,a final contract with Tyler has been negotiated that represents a decrease in one- time costs by more than $20,000; the proposed purchase agreement includes costs for one-time software charges,annual maintenance,onsite training,production support,report development,data conversions/integrations,ePortal(the customer's remote access),and travel costs for the vendor;and, WHEREAS, staff is requesting from Council authorization to enter into the proposed agreement with EnerGov/Tyler Technologies, Inc., for the purchase of recommended software, installation services, and associated hardware at a cost of$238,200. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Ames, Iowa, that the contract with Tyler Technologies, Inc., of Duluth, Georgia, to purchase the recommended software, installation services, and associated hardware for the Inspections Division for a total project cost of$238,200 is hereby approved. ADOPTED THIS 13th day of May, 2014. �,*R' : 1"A"o A. "V. Diane R. Voss, City Clerk Ann H. Campbell, Mayor Introduced by: Goodman Seconded by: Corrieri Voting aye: Betcher, Corrieri, Gartin, Goodman,Nelson, Orazem Voting nay: None Absent: None Resolution declared adopted and signed by the Mayor this 13"day of May, 2014.