| | | | | | | |  | ITEM 2.
Community Development - Consent |
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| | | | | | | | | DATE: | April 2, 2024
| | DEPARTMENT: | Community Development
| | REQUESTER: | Mikki Rozdolski
| | TITLE: | Approve Change Order to Contract for IVRPermits Software and Inspection Scheduling |
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| | | | | | | | | I. | MOTION REQUESTED | | | A) Approve Change Order No. 2 to Sole Source No. SS210274MKP with Selectron Technologies, Inc. under Solicitation No. SS210274MKP for VoicePermits IVR Upgrade, Inspection Management, Inspection Resulting & Inspection Scheduling by Text Tools, increasing the contract time through November 30, 2026, adding the cost of the previously negotiated maintenance agreement, and adding 9 additional licenses including the maintenance, increasing compensation in the amount of $214,413.00, bringing the new contract total to $477,853.20.
B) Approve Amendment No. 2 to the contract with Selectron Technologies, Inc., under Solicitation No. SS210274MKP, VoicePermits IVR Upgrade, Inspection Management, Inspection Resulting & Inspection Scheduling by Text Tools, to add an additional 9 licenses for the Atlas Insight Services to the contract. The cost of the licenses is included in the amendment will increase the contract amount by $3,600.00 annually, prorating the first of the three remaining years, at $2,700.00, with total anticipated expenditures in the amount of $9,900.00 for the remaining two years, which is included in the new contract total of $477,853.20.
C) Authorize the County Manager or designee to execute the Change Order and Amendment on behalf of the Board of County Commissioners.
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| | | | | | | | | II. | ITEM SUMMARY | | | Approves a Change Order to the contract with Selectron Technologies, Inc. for VoicePermits IVR Upgrade, Inspection Management, Inspection Resulting & Inspection Scheduling by Text Tools. Approval of the change order will correct the term, which is 5 years, and add the cost of the previously negotiated maintenance plan. When the contract was originally approved by the Board, the amount of the 5-year maintenance plan was inadvertently omitted from the total and the term listed as 3 years. The change order also adds 9 additional licenses for previously added Building Inspector positions and cost of associated maintenance. If approved, the new contract total will be $477,853.20. To date, $263,440.20 has been encumbered. |
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| | | | | | | | | III. | BACKGROUND AND IMPLICATIONS OF ACTION |
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| | | | | | | | | | A) | Board Action and Other History | | | | On June 1, 2021, the contract was presented to the Board for the upgrade of Selectron VoicePermit IVR software and purchase of SelectTXT and Atlas Insight and Inspections covered a 5-year term; however, the motion requested and approved was for 3 years of the 5-year term, totaling $232,545.00.
On April 19, 2022, Change Order #1 was approved to increase the funding to $263,440.20 to cover Year 1 of the new maintenance agreement for the Selectron VoicePermit IVR software upgrade, and the length of the contract terms remained the same, expiring November 30, 2024.
Although the contract included the annual maintenance agreement (Exhibit A), with a payment schedule and associated costs, these costs were inadvertently excluded from the total contract amount. Therefore, as part of the request to approve the motion to extend the contract terms by 2 years, approval is requested to increase the contract funding by $214,413.00.
In October of 2023, the agreement with Selectron was amended to extend the delivery date for the Atlas Insight upgrade, due to project delays caused by Hurricane Ian.
The upgrade and maintenance cost for the whole project will be $477,853.20.
$263,440.20 has already been expended/encumbered to cover the following services:
• 3-year maintenance cost for the Voice Permit, Select TXT
• Preliminary upgrade work and 1st year maintenance cost for the Atlas Insight
• $29,967.00 encumbered to cover upgrade expenditures.
The additional funding increase of $214,413.00 will cover the following services:
• 2-year maintenance cost for the Voice Permit and Select TXT
• Prorated Atlas Insight maintenance starting March 1, 2024, to November 30, 2026
• The purchase of 9 additional Atlas Insight licenses
• 2-year maintenance cost for Atlas Insight
The software has been used by customers of 9 different County departments for more than 20 years and is integrated with the permitting technology system (Accela).
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| | | | | | | | | | A) | Current year dollar amount of item:
| $214,413 | | | B) | Is this item approved in the current budget? | Yes | | | C) | Is this a revenue or expense item? | Expense | | | D) | Is this Discretionary or Mandatory? | Discretionary | | | E) | Will this item impact future budgets?
If yes, please include reasons in III(D) above.
| No | | | F) | Fund: 15501
Program: Building Fund
Project: 40330915501
Account Strings: | | | G) | Fund Type? | Other: Building Fund | | | H) | Comments:
Building Fund |
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| REVIEWERS: | | Department | Reviewer | Action | Date | | Community Development | Rozdolski, Mikki | Approved | 3/20/2024 - 10:28 AM | | Budget Services | Guttery, Angela | Approved | 3/21/2024 - 10:42 AM | | Budget Services | Winton, Peter | Approved | 3/21/2024 - 1:43 PM | | County Attorney | Holborn , Robert | Approved | 3/21/2024 - 3:52 PM | | County Manager | Mora, Marc | Approved | 3/26/2024 - 1:32 PM |
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