Submitted By: Kelly Vann
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Presentation By: Christopher Ramos
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Department: Information Technology
STAFF RECOMMENDATION (Motion Ready):
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Approve one-year renewal with GovSense, LLC for software maintenance and support in the amount of $68,157
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OCALA’S RELEVANT STRATEGIC GOALS:
Operational Excellence, Quality of Place
PROOF OF PUBLICATION:
N/A
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BACKGROUND:
On December 19, 2017, City Council approved a five-year agreement with GovSense, LLC (“GovSense”) for the provision of the GovSense Land Management Software to be hosted on the Oracle/NetSuite cloud platform. GovSense’s software modules, which include planning, permitting, code enforcement, and licensing, were designed to ultimately replace the City’s then-existing TRAKit software.
The original five-year term of the GovSense agreement expired on December 30, 2022. At that time all modules were operating with the exception of the permitting module. As such, City staff continued to utilize the TRAKiT software for its permitting needs, which includes an online portal.
On January 3, 2023, the City renewed services with GovSense in an effort to work towards having the permitting module and online portal ready for a go-live date in 2023. In July of 2023, GovSense demonstrated the most recent version of the permitting portal. After testing the portal internally, it was determined by City staff that GovSense’s permitting portal would not meet the City’s needs and, as a result, began exploring other software options.
On August 15, 2023, City Council approved a five-year contract with CentralSquare Technologies, LLC, to upgrade and migrate the City’s permitting, planning, code enforcement, and licensing modules to the Community Development cloud platform, formerly known as TRAKiT.
In order to facilitate this migration, the City is required to renew the GovSense contract for an additional one-year term to ensure that services are not interrupted during the implementation of the Community Development platform.
Growth Management and Information Technology both recommend approval.
FINDINGS AND CONCLUSIONS:
The overall performance of the existing software has been unsatisfactory and the implementation process unsuccessful for the permitting module. This one-year renewal for the GovSense software maintenance and support is $68,157. During the next year, staff will work with GovSense and Oracle to migrate to Central Square’s Community Development platform, which is expected to go-live in October of 2024.
FISCAL IMPACT:
Funds for the annual renewal of $68,157 are budgeted and encumbered in FY24 account #001-016-061-524-52-52045 and will be paid under Contract No. ITS/240261.
PROCUREMENT REVIEW:
These services were procured in compliance with the City’s Procurement Policy.
LEGAL REVIEW:
The terms and conditions from the original agreement will apply to this renewal.
ALTERNATIVE:
• Approve with changes
• Table
• Deny