AGENDA INFORMATION SHEET
DEPARTMENT: Materials Management
ACM: Bryan Langley
AGENDA DATE: September 16, 2014
SUBJECT
Title
Consider adoption of an ordinance of the City of Denton, Texas providing for, authorizing, and approving software maintenance for continued vendor support and upgrade to TrakiT9 for planning projects, permits, code cases, inspections, and business license information software system, which is available from only one source and in accordance with Chapter 252.022 of the Texas Local Government Code such purchases are exempt from the requirements of competitive bidding; and providing an effective date (File 5636 awarded to CRW Systems, Inc. in the three (3) year not-to-exceed amount of $212,000).
Body
FILE INFORMATION
The City of Denton Planning, Building Inspections, and Community Improvement departments have been using the TrakiT software since 2000. These departments use the TrakiT system on a daily basis to manage planning projects, permits, code cases, inspections, and business license information. This software helps to streamline the review process for all permitting issued by the Planning department including Gas Well and Fire inspections. Also provided with this maintenance is the web-based software, eTrakiT, which provides services for the public and contractors to access information through the Internet. The services include scheduling inspections, filing complaints, obtaining a permit application status, or paying fees. Upgrading to TrakiT9 will provide flexibility and mobility by allowing users to access TrakiT9 software modules using any web browser from a desktop, laptop, or tablet out in the field or in the office. The upgrade has a one-time cost of $80,500 but additional fees may be assessed based on custom reports the users may request. The TrakiT software suite has helped reduce the duplication of work and increase the efficiency of operational processes for the using departments.
It is essential for the City of Denton to keep current maintenance with the software vendor in order to ensure availability of upgrades, software fixes, and access to knowledge and support resources. The Technology Services department could not identify any local vendors that could provide software maintenance for this application. Therefore, procuring this maintenance from the above vendor is the best value for the City of Denton.
CRW Systems, Inc is the sole-source vendor for continued upgrade, support and maintenance for the TrakiT system. Section 252.022 of the Local Government Code provides that procurement of commodities and services that are exempt from competitive bidding, if over $50,000, shall be awarded by the governing body.
RECOMMENDATION
Technology Services recommends awarding to CRW Systems, Inc for TrakiT software maintenance and upgrade to TrakiT9 a three (3) year not-to-exceed amount of $212,000. This amount includes maintenance for three (3) years in the amount of $93,918, the upgrade to TrakiT9 in the amount of $80,500 and a contingency for any custom reports, additional licenses, or services that may be needed during the three (3) year time period.
PRINCIPAL PLACE OF BUSINESS
CRW Systems, Inc
Carlsbad, CA
ESTIMATED SCHEDULE OF PROJECT
This expenditure is for the time period of October 1, 2014 through October 31, 2017.
FISCAL INFORMATION
Funding is budgeted in Technology Services operating account number 830400.6504 beginning October 1, 2014.
EXHIBITS
Exhibit 1: Quote for Maintenance and Upgrade
Exhibit 2: Sole Source Memo
Exhibit 3: Ordinance
Respectfully submitted:
Chuck Springer, 349-8260
Director of Finance
For information concerning this acquisition, contact: Kevin Gunn at 349-8595.