Submitted By: Kelly Vann
presenter
Presentation By: Christopher Ramos
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Department: Information Technology
STAFF RECOMMENDATION (Motion Ready):
title
Approve a one-year renewal with Oracle America, Inc. for the NetSuite hosting of GovSense software in the cloud for $275,052
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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.
The Growth Management and IT departments support are recommending renewing the Oracle|NetSuite contract with additional services for data migration for another year to ensure services are not interrupted during the implementation of the new software, Central Square’s Community Development.
FINDINGS AND CONCLUSIONS:
The overall performance of the existing software has been unsatisfactory and the implementation process unsuccessful for the permitting module. The one-year renewal for Oracle|NetSuite maintenance and licensing is $275,351. During the next year, staff will work with GovSense and Oracle|NetSuite 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 $275,052 will be appropriated in account 001-016-061-524-52-52045 and paid under Contract No. ITS/240055. Staff has included a budget resolution to fund the difference between the available budget and the amount of the contract. The funding will come from the Reserve for Building Fund balance (001-099-999-513-81-99170), which has a fund balance of approximately $2,974,705.
PROCUREMENT REVIEW:
These services were procured in compliance with the City’s Procurement Policy.
LEGAL REVIEW:
The renewal will be reviewed and approved for form and legality by City Attorney, William E. Sexton.
ALTERNATIVE:
• Approve with changes
• Table
• Deny