DATE:
April 1, 2025
TO:
Mayor and Council Members
FROM:
Rachel Molina, City Manager
BY:
Casey Brooksher, Assistant City Manager
SUBJECT:
Three-Year Maintenance and Licensing Agreement with HLP Inc.
RECOMMENDED ACTION
It is recommended that the City Council authorize the City Manager to execute a three-year maintenance and licensing contract with HLP Inc. for a total not-to-exceed contract amount of $112,492 to provide maintenance and licensing for the HLP Chameleon (Chameleon) software system.
BACKGROUND
The Chameleon system is an integrated Shelter Case Management System used by shelters to assist with shelter management, licensing, field operations, cashiering, acceptance of online pet registration and payment for licenses, and medical record keeping. Chameleon also provides the ability to connect adoptable animals with potential adopters.
The City’s Animal Services Program has used the Chameleon system for record-keeping since 2015. Chameleon currently hosts historical documents and photos related to the City’s animal control operations, including adoptable animals. Chameleon gives Hesperia residents an easily accessible manner to search for lost pets or for animals that are available for adoption.
ISSUES/ANALYSIS
Establishing an updated maintenance and licensing agreement will ensure product stability and support for a three-year term. Additionally, the contract will allow for the implementation of the mobile version of the application for staff use. This new product will allow staff to use Chameleon on mobile devices, which will assist staff with updating records of animals located in different areas of the shelter and can be used to facilitate adoptions at off-site locations.
CITY GOAL SUPPORTED BY THIS ITEM
Organizational Health – Foster a high-performing organization that provides opportunities for professional growth.
FISCAL IMPACT
Due to a change in the vendor’s billing process during FY 2023-24, there was a delay in invoicing from the vendor and, as a result, maintenance and licensing services of $27,055 were not billed and paid until FY 2024-25. If the proposed three-year agreement in the amount of $112,492 is approved, the first year of software maintenance, initial setup, and support services of $38,248 will be funded from FY 2024-25 identified savings. Funding for the subsequent years of this agreement will be included in the Information Technology annual operating budget.
ALTERNATIVE(S)
Provide alternative direction to staff.
ATTACHMENT(S)
None
City of Hesperia STAFF REPORT City of Hesperia STAFF REPORT City of Hesperia
STAFF REPORT
City of Hesperia
STAFF REPORT
Staff Report to the City Council
Three-Year Maintenance and Licensing Agreement with HLP Inc.
April 1, 2025