Submitted By: Tye Chighizola
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Presentation By: Tye Chighizola
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Department: Growth Management
STAFF RECOMMENDATION (Motion Ready):
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Approve a five-year contract with CentralSquare Technologies, LLC, to upgrade and migrate to the cloud, permitting software (Community Development, formerly known as TRAKiT) with an estimated expenditure amount of $954,792
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OCALA’S RELEVANT STRATEGIC GOALS:
Economic Hub, Operational Excellence
PROOF OF PUBLICATION:
N/A
BACKGROUND:
CentralSquare Technologies provides software to 8,000 public sector agencies, including a public administration software package called Community Development, formerly known as TRAKiT Community Development Software (TRAKiT). Community Development is a comprehensive suite of software solutions designed to streamline and manage various community development processes. The software is used by local government agencies responsible for permitting, planning, code enforcement, licensing, and other related tasks. Community Development aims to simplify these complex workflows and enhance overall efficiency by providing a centralized system for tracking and managing the lifecycle of permits and projects.
In 2003, Council approved the original agreement with CRW Associates d/b/a CRW Systems, Inc. (a CentralSquare Technologies company) for the installation and use of its TRAKiT software to streamline permitting/inspections, code enforcement, planning, and licensing processes. The software includes a public-facing portal (eTRAKiT) for online permitting/inspections. The City’s subscription for annual maintenance and support services for the TRAKiT software has been renewed continuously on an annual basis since 2003 with the current renewal term expiring on November 30, 2023.
In December 2017, the City approved five-year contracts with GovSense and NetSuite to develop new modules to replace TRAKiT. Between 2018-2023, the City transitioned to GovSense hosted on the NetSuite cloud platform for code enforcement, planning, parking, and licensing, but not the permitting module. The five-year contracts with GovSense and NetSuite expired on December 31, 2022, without the online portal for the permitting module being ready. On January 3, 2023, the City approved one-year contracts with GovSense and NetSuite to provide additional time to implement the permitting module and portal.
On July 5, 2023, GovSense demonstrated the most recent version of the portal. After testing the portal internally and reviewing available options, the Growth Management and IT Departments recommend staying with Community Development for permitting and migrating the code enforcement, planning, and licensing modules from GovSense back to Community Development. The new updated versions for all modules will be cloud-based and consistent with the security standards identified by the IT Department.
The priority is to switch the permitting module from our current version to the new cloud version by December 31, 2023, and migrate the other modules from GovSense and NetSuite to Community Development by June 30, 2024. The City will need to secure new short-term (December 31, 2023, to June 30, 2024) contracts with both GovSense and NetSuite during the implementation process with CentralSquare.
FINDINGS AND CONCLUSIONS:
Multiple local governments in Florida have upgraded from the older TRAKiT versions to the cloud-based Community Development modules. The updated software will be familiar to staff and the public and will have many of the same analytics that GovSense provides. The coordination between the modules will be a significant improvement over the current system and the older TRAKiT modules. The City has had no significant issues with the TRAKiT software or vendor support. As part of the contract, CentralSquare will provide data conversion, training, regular upgrades to functionality, and constant support. In the meantime, CentralSquare will continue to support the existing TRAKIT module until the conversion is completed.
FISCAL IMPACT:
Staff is recommending a five-contract at an estimated total of $954,792. The first year will include a cost of $336,139 ($136,700 for the software and $199,439 for implementation). Staff is submitting an accompanying budget resolution on the consent portion of this agenda to appropriate funds from the building reserve which has a fund balance of $3,504,020.
PROCUREMENT REVIEW:
The underlying services were procured in compliance with the City’s Procurement Policy.
LEGAL REVIEW:
This agreement will be reviewed and approved for form and legality by City Attorney, William E. Sexton.
ALTERNATIVE:
• Approve with changes
• Table
• Deny