v . 0 03 P a g e | 1
November 14, 2023
ITEM TITLE
Consultant Services Agreement: Approve Agreement with Selectron Technologies, Inc. for Interactive Voice Response Services for Building Inspection Scheduling
Report Number: 23-0189
Location: No specific geographic location
Department: Development Services
Environmental Notice: This activity is not a “Project” as defined under Section 15378 of the California Environmental Quality Act (“CEQA”) State Guidelines; therefore, pursuant to State Guidelines Section 15060(c)(3) no environmental review is required.
Recommended Action
Adopt a Resolution approving an agreement between the City and Selectron Technologies, Inc. for provision of interactive voice response services, including software upgrade, licensing, support, and maintenance services related to inte ractive voice response services for permit inspection scheduling , for a term of five years and a not-to-exceed amount of $250,000.
SUMMARY
The Development Services Department requires the continued use of Selectron Technologies, Inc. ’s (“Selectron”) interactive voice response (“IVR”) services, dynamic outbound notification messaging, and field inspection management solutions that integrate with the City of Chula Vista’s (“City”) permitting software system Accela. This agreement will allow the City to continue of fering these IVR services to customers, in turn, reducing the time it takes customers to schedule inspections. Additionally, field inspection management solutions will continue to facilitate the best use of building inspection staff time by routing inspect ions as most efficient for daily inspection routes.
ENVIRONMENTAL REVIEW
The Director of Development Services has reviewed the proposed activity for compliance with CEQA and has determined that the activity is not a “Project” as defined under Section 153 78 of the State CEQA Guidelines because the proposed activity consists of a governmental fiscal/administrative activity which does not result P a g e | 2
in a physical change in the environment; therefore, pursuant to Section 15060(c)(3) of the State CEQA Guidelines, the activity is not subject to CEQA.
BOARD/COMMISSION/COMMITTEE RECOMMENDATION
Not applicable
DISCUSSION
The City has a critical business need for an interactive voice response solution that can support inspection scheduling by providing customers the ability to self -schedule and receive notification messages. The Development Services Department has chosen to continue receiving these services from Selectron based on their unique qualific ations. Selectron has been providing the City with an IVR solution for our business operational needs since 2017. Selectron is experienced and staffed in a manner such that it can deliver the services required within the time frames and terms set by the City.
The proposed agreement will provide upgrades, licensing, support, and maintenance services; including an update of the IVR solution to the latest release and moving the IVR solution to Selectron’s managed/hosted environment. The agreement provides the City with total field inspection licenses for ten (10) users.
If approved, the proposed agreement will enhance customer service and increase staff efficiency over the proposed five-year term, through November 30, 2028, with a not-to-exceed amount of $250,000.
The service agreement was negotiated based on Selectron’s demonstrated competence and qualifications for the professional consultant services to be provided, pursuant to Chula Vista Municipal Code (“CVMC”) Section
2.56.110 (A) (1) . Further, Selectron was chosen based on their unique knowledge, skills, a s well as compatibility with the City’s software. Thus, in accordance with CVMC Sections 2.56.110 (H) (3) and 2.56.070 (B), the award of this contract is not subject to competitive bidding requirements , in the discretion of the Purchasing Agent, after consultation with the Director of the procuring department.
Staff recommends that the City Council adopt the Resolution to approve the consultant services agreement with Selectron for interactive voice response services provided to the public by Development Services.
DECISION-MAKER CONFLICT
Staff has reviewed the decision contemplated by this action and has determined that it is not site-specific and consequently, the real property holdings of the City Coun cil members do not create a disqualifying real property-related financial conflict of interest under the Political Reform Act (Cal. Gov't Code § 87100, et seq.).
Staff is not independently aware and has not been informed by any City Council member, of any other fact that may constitute a basis for a decision-maker conflict of interest in this matter.
CURRENT-YEAR FISCAL IMPACT
Approval of this resolution will award Selectron Technologies, Inc. with the agreement to provide interactive voice response services for building inspection scheduling for the City. Sufficient funds were budgeted in the Development Services Fund for Fiscal Year 2024 for this expense, at a cost of $ 54,050 in Year 1 of the agreement. There is no additional fiscal impact anticipated as a result of this action.
P a g e | 3
ONGOING FISCAL IMPACT
The ongoing fiscal impact to the Development Services Fund totals $160,330 through Year 5 of the agreement (Fiscal Year 2028), as outlined in the following summary table . Annual expenses per the agreement will be considered as part of the annual budget development process.
Agreement Year Fiscal Impact
Year 2 (Fiscal Year 2025) $ 39,285
Year 3 (Fiscal Year 2026) $ 39,840
Year 4 (Fiscal Year 2027) $ 40,420
Year 5 (Fiscal Year 2028) $ 40,785
Total $ 160,330
ATTACHMENTS
1. Consultant Services Agreement with Selectron Technologies, Inc.
Staff Contact: Jay Alvarado, Principal Management Analyst, Development Services Laura C. Black, AICP, Director of Development Services