CR 99-90 Award Bid for Permits, Licensing, & Complaint Tracking System
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May 12, 1999 ,y '0 Council Report 99-090
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AWARD BID FOR PERMITS, INSPECTIONS, LICENSING & COMPLAINT
TRACKING SYSTEM
Proposed Action
Staff recommends adoption of the following: Move to adopt resolution 99-38 awarding
the bid for the Permits. Inspections. Licensing & Complaint Tracking System to Govern
Software.
Overview
The current inspections system software is not Y2K compliant and is in need of
replacement. The Community Services Department has budgeted $15,000 to replace its'
current software in 1999. Because the software from Govern offers additional programs
that will benefit public works, licensing, assessing and permitting, along with some
community development and engineering tools, other departments will help pay for this
software. We received only the one bid from Govern out of five requests that were sent.
We have viewed the govern software on site and at the City of Plymouth where this
software is already implemented.
e Primary Issues to Consider
. Does this bid meets our specifications and is it within our budget?
. Why did other company's not want to bid on the project?
. Justification for awarding the bid.
Staff Recommendation
Finance recommends adoption of resolution 98-79 awarding the bid for the Utility Billing
System to Govern Software, at a cost of $33,180, and increase the Water, Sewer, Refuse
and Storm Sewer budgets by $2,000 each to help pay for this software.
Supporting Information
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Does this bid meet our specifications and is it within our budget?
. Inspections advertised for bids and sent out a total of five requests for proposals for a
new Inspection software system. We received only one response.
Governs Solution includes the following:
>- Property control system, which is integrated to Arc View, a desktop GIS system.
>- An integrated management tool with the elimination of duplicate operations and
data.
);- Improve internal and external customer service through easy access to timely
information and providing interaction between application modules.
);- Provide greater level of detail information to fulfill the City of Hopkins'
requirements.
}r Facilitate necessary intradepartmental and interdepartmental communication
through common access, query and reporting facilities.
}r Increase the use of computer technology through cost effective, integrated, client
server processing to enhance the efficient use of employees and physical assets
thereby minimizing time spent performing routine clerical duties and providing
accurate customer information.
);0 Provide flexibility through a user-defined environment allowing end users to initiate
on-line changes to tables and codes, screens and reports.
e >- Speedy modifications through user defined environment, to accommodate an ever-
changing environment for new services, new products or programs, regulatory
mandates, and new legislation.
>- Improve management information through easy access to timely information for
decision making.
}r Allow for future growth and change through commitment of continual product
enhancements and the integration of the latest proven technology.
);- Short implementation time frame of three to six months through the use of proven,
proprietary implementation methodology.
VENDOR COST UNMET SPECIFICATIONS
Govern Software System $33,180 Hardware maintenance to be provided by
our own vendor. Performance bond
issued only with an additional 10% of
purchase price ($3,318).
The above costs are requested to come from the following:
Inspections, $15,000 which is budgeted in the general fund.
Water, Refuse, Sewer and Storm Sewer Funds, $2,000 each. All the utility funds will
need budget adjustments.
. $10,000 from the contingency budget.
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Finance is recommending that this software be included in the equipment replacement
. plan budget in the future.
Why did the other vendor~s not bid on this project?
We heard from three other vendors besides Govern. One vendor requested the request
for proposal in a file format. We offered this to them but still received no response.
One vendor was not able to meet the departments' needs for integration to other city
computer systems. One vendor did not want to comply with our request for a
performance bond or certified check. The final vendor we never heard from.
Justification for awarding bid.
The main reasons for choosing Govern Software are as follows:
1. Software is written in windows environment, which makes it very user friendly with
currently used software applications.
2. The price for the software is reasonable. Governs software products are highly
recommended and in use in other cities such as the City of Plymouth.
3. Viewed and spoke with current users of Govern Software and discovered high
customer satisfaction with product and support.
4. Govern permits, inspections, licensing & complaint tracking software is very
versatile and is adapted easily to our needs and desires.
. 5. Govern software bid includes a report generator which enhances report writing and
information extraction.
Overall Govern software is a superior product. Various departments in the city will be
looking closely at replacing or upgrading their current software systems and will be
including Govern in their review of packages. If Govern is purchased by other
departments this will enhance linking of information between departments. Governs
Property Control data base allows all govern system users to multi link and share
information, which eliminates duplication of information.
Included in the bid from Govern is Software licenses, training and installation,
conversion of data, and any additional programming changes required.
The tentative schedule for implementation is to start meeting and planning in June,
installation and conversion in July and August, training and testing in August and
September and acceptance and go live in October 1999.
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CITY OF HOPKINS
. HENNEPIN COUNTY, MINNESOTA
RESOLUTION 98-038
RESOLUTION FOR AWARD OF BID FOR PERMIT, INSPECTIONS,
LICENSING & COMPLAINT TRACKING SOFTWARE SYSTEM
BE IT RESOLVED BY THE COUNCIL OF THE CITY OF HOPKINS,
MINNESOTA, that the City of Hopkins award a bid for the purchase of a permit, inspection,
licensing and complaint tracking software system.
WHEREAS, the city received proposals from one vendor, and
WHEREAS, only one vendor meet the specifications proposed by the City of Hopkins, and
WHEREAS, Govern Software is the best software for the City of Hopkins overall at a reasonable
price,
NOW THEREFORE, BE IT RESOLVED by the City Council of Hopkins, Minnesota, that the bid
of Govern Software in the amount of $33,180 for the purchase of a Permit, Inspections, Licensing
. and Complaint Tracking Software package constitutes the lowest responsible bid, and the Mayor
and City Manager are hereby authorized and directed to enter into a contract with said bidder for
and on behalf of the City.
I certify that the above resolution was adopted by the City Council of the City of Hopkins at the
Hearing of the Council held this 18th day of May, 1998.
Charles D. Redepenning, Mayor
Date
ATTEST:
Terry Obermaier, City Clerk
. Date