SR-06-11-2013-3GCity Council Meeting: June 11, 2013
Agenda Item: 42;1
To: Mayor and City Council
From: Jory Wolf, Chief Information Officer
Subject: Maintenance of Selectron IVR and IWR System
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a sole source contract with Selectron Technologies, an Oregon -based
company, in an amount not to exceed $89,060 over a five -year term for maintenance of
the Selectron IVR and IWR systems with future year funding contingent on Council
budget approval.
Executive Summary
The City uses the Selectron Integrated Voice Response (IVR) and Integrated Web
Response (IWR) systems to allow contractors to schedule building inspections through
the phone or online. The Selectron IVR and IWR system also integrates with the City's
land management system. Data collected such as site address, requested inspection
dates, contractor's contact information, building inspection results, and the dates and
times of visits are transferred seamlessly to the City's permitting system. In order to
receive software updates and prompt technical support, staff recommends authorizing a
five -year agreement with Selectron in an amount not exceed $89,060 for a five year
period.
Background
On October 14, 1997, Council approved the purchase of the IVR system with Selectron.
In 2006, the City upgraded the Selectron software and also added the IWR features at
that time. This renewal did not reach the threshold that required approval from Council.
The system is used by the Building and Safety Division to allow contractors and home
owners to schedule inspections via the phone or through the internet. The system is
integrated with the City's permitting system to share important inspection data between
the two systems without requiring redundant manual data entry. The Building and
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Safety Division continually makes updates to the system to meet current construction
demands and to provide better service to the public.
A continuation of the software maintenance agreement for Selectron IVR and IWR
systems is necessary in order to maintain the same level of service and ensure data
integrity.
Discussion
Renewing the software maintenance for the Selectron IVR and IWR systems would
enable the City to maintain the integrations the system has with the City's land
management system and permitting systems, providing better inspection scheduling
services to the public and ensuring prompt resolution of technical issues as they arise.
Vendor Selection
Originally purchased in 1998 and upgraded in 2006, the software licenses purchased by
the City for the Selectron IVR and IWR systems are perpetual and require no renewal.
The cost of the upgrade made in 2006 was not recommended to Council as the
purchase was under $100,000. In order to receive critical support and regular software
updates, the City must continue to receive software maintenance.
On April 25, 2013, the City received a quote from Selectron for software maintenance of
the Selectron IVR and IWR systems. The sole source purchase is necessary because
Selectron Technologies is the only vendor qualified to provide support for its proprietary
software.
Financial Impacts & Budget Actions
The contract to be awarded to Selectron Technologies is $16,775 in FY2013/14,
$17,280 in FY2014/15, $17,795 in FY2015/16, $18,330 in FY2016/17 and $18,880 in
FY2017/18, for a total not to exceed $89,060 over the five -year term. Funds for
FY2013 -15 have been included in the FY2013 -15 Proposed Budget, pending Council
approval. Each year, the contract will be charged to account 01321.533580. Budget
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authority for subsequent years will be requested in each budget cycle for Council
approval. Future funding is contingent upon Council approval and budget adoption.
Prepared by: Cheng -Wei Pong, Systems Analyst — Permitting Systems.
Approved:
Forwarded to Council:
JViefk f Rod Gould
C ormation Office r, City Manager
In on Systems Department
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Reference Contract No.
9745 (CCS)