HomeMy WebLinkAboutItem 11f - Amend Service Agreement for Improvements to the EnerGov Permit Tracking System
DATE: August 4, 2020
TO: Honorable Mayor and City Council
FROM: Jason Kruckeberg, Assistant City Manager/Development Services Director
By: Kenneth Fields, Building Official
Amy Hsieh, Administrative Assistant
SUBJECT: AMENDMENT TO THE SERVICE AGREEMENT WITH TYLER
TECHNOLOGIES FOR IMPROVEMENTS TO THE ENERGOV PERMIT
TRACKING SYSTEM TO ADD CITIZEN SELF-SERVICE AND MOBILE
INSPECTIONS TECHNOLOGY IN THE AMOUNT OF $18,301
Recommendation: Approve
SUMMARY
The Development Services and Public Works Services Departments currently utilize
EnerGov, a proprietary permit tracking and community development software system
developed and solely supported by Tyler Technologies (“Tyler”). EnerGov is highly
specialized, with the City’s workflows configured into the software to increase
productivity from desk to field. The next phase in the City’s EnerGov implementation is
the expansion of the software to incorporate Citizen Self-Service (“CSS”) and Tyler’s
mobile inspection technology applications, iG Workforce, for the Building and Code
Services Divisions of the Development Services Department.
It is recommended that the City Council approve an amendment to the Service
Agreement with Tyler Technologies for improvements to the EnerGov permit tracking
system by adding the Citizen Self-Service and iG Workforce extensions in the amount
of $18,301 for the first year, and $12,381 annually for the following years.
BACKGROUND
In 2015, the City Council approved the purchase of Tyler Technologies’ EnerGov, an
asset management, permit tracking, and community development software system. In
August 2019, the City Council approved a Service Agreement to transition EnerGov to
Tyler’s cloud hosting service. Also incorporated in this agreement are Disaster
Recovery Services, Technical Support Services, Client Services Account Management,
and the option to purchase future enhancements of the product.
Amend Service Agreement with Tyler Technologies
August 4, 2020
Page 2 of 3
DISCUSSION
As part of an ongoing effort to improve the effectiveness and efficiency of the system,
the next phase in the City’s EnerGov implementation involves two additional extensions:
• Citizen Self-Service: Currently, applications for permits are submitted to the
Building Division over the counter, or electronically via email and entered into
EnerGov by Building Division staff. To schedule inspections or check the status
of their applications, residents and contractors need to call in, email, or speak to
a staff member over the counter. The Citizen Self-Service extension will allow the
public to interface directly with EnerGov by providing access to online permit
application submissions, inspection requests, payments, and application status
updates. This feature will be a great convenience to the general public and
enable staff to manage and process applications more efficiently. This will be
particularly useful in a COVID environment, where applicants are encouraged to
conduct as much business virtually as possible.
• iG Workforce, Mobile Inspection applications: The iG Workforce extension
will allow Building Inspectors and Code Services Officers to conduct mobile
inspections in the field. Instead of updating cases and preparing notices in the
office, this feature will give inspectors and officers the ability to provide electronic
correction notices, take photos, update documentation, and manage cases from
their tablets at the job site.
Both of these proposed improvements will further increase staff productivity, enhance
overall operational efficiency, and provide residents and contractors with the tools to
conduct business virtually. The implementation of both of these extensions to the
EnerGov service has been part of the plan for customer service and business
friendliness since the original purchase in 2015. The Development Services Department
has held off on implementation until such time as these services could be added and be
fully integrated and utilized within the new system. Implementation of this phase of the
EnerGov system will provide enhanced customer service and will modernize and
streamline operations.
ENVIRONMENTAL ANALYSIS
The proposed action does not constitute a project under the California Environmental
Quality Act (“CEQA”) under Section 15061(b)(3) of the CEQA Guidelines, and it can be
seen with certainty that it will have no impact on the environment. Thus, this matter is
exempt under CEQA.
FISCAL IMPACT
The initial cost to deploy, configure, and implement the CSS and iG Workforce
extensions to the EnerGov software system is $5,920. The annual user license fee for
the two extensions is $12,381. Sufficient funds for the proposed initial configuration,
Amend Service Agreement with Tyler Technologies
August 4, 2020
Page 3 of 3
support, and maintenance costs totaling $18,301 are budgeted in each division’s FY
2020-21 Operating Budget. The recurring annual user license fee of $12,381 will be
budgeted in subsequent operating budgets for both the Building and Code Services
Divisions and was anticipated in the contract approval with Tyler.
RECOMMENDATION
It is recommended that the City Council determine that this action does not constitute a
project and is therefore, exempt under, the California Environmental Quality Act
(“CEQA”); and approve an amendment to the Service Agreement with Tyler
Technologies for improvements to the EnerGov Permit Tracking System to add the
Citizen Self-Service and Mobile Inspections Technology in the amount of $18,301 for
the first year; and $12,381 annually for the following years.
Attachments: Exiting Tyler Technologies Service Agreement
Proposed Agreement for EnerGov Extensions
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EnerGov SaaS - Silver
Description Monthly Fee Users/Units Annual Fee
Extensions:
EnerGov Citizen Self Service - Community Development $725.00 Site License $8,700.00
EnerGov IG Workforce Apps $49.00 7 $4,116.00
EnerGov My GovPay $0.00 1 $0.00
Sub-Total:$12,816.00
Less Discount:$435.00
TOTAL:$12,381.00
EnerGov Professional Services
Description Hours/Units Unit Price Extended Price Year One
Maintenance
Professional Implementation Services 28 $185.00 $5,180.00 $0.00
Project Management Services 4 $185.00 $740.00 $0.00
TOTAL:$5,920.00 $0.00
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Summary One Time Fees Recurring Fees
Total Tyler Software $0.00$0.00
Total SaaS $0.00 $12,381.00
Total Tyler Services $5,920.00 $0.00
Total 3rd Party Hardware, Software and
Services
$0.00 $0.00
Summary Total $5,920.00 $12,381.00
Year One Contract Total$18,301.00
Contract Total $18,301.00
Unless otherwise indicated in the contract or amendment thereto, pricing for optional items will be held for
six (6) months from the Quote date or the Effective Date of the contract, whichever is later.
Customer Approval: Date:
Print Name: P.O. #:
All primary values quoted in US Dollars
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