City Council Agenda Report
TO: Mayor Clauzel and Members of the City Council
FROM: Fernando Ulloa, Interim City Manager
BY: Mike Willett, Public Works Director
MEETING DATE: September 3, 2024
ITEM NO: 7.9
SUBJECT: Approve Resolution No. 2024-53 Approving a 3- Year Contract Renewal with Websoft Developer, Inc. for Mobile Management Solutions(Mobile MMS) beginning July 1, 2024, through June 30, 2027, in the amount not to Exceed $39,900 per Year and Authorize Staff to Execute the Contract.
RECOMMENDATION
Motion to Approve Resolution No. 2024-53 Approving a 3- Year Contract Renewal with Websoft Developer, Inc. for Mobile Management Solutions(Mobile MMS) beginning July 1, 2024, through June 30, 2027, in the amount not to Exceed $39,900 per Year and Authorize Staff to Execute the Contract.
BACKGROUND
The City of Patterson has been utilizing Mobile MMS System since January 1, 2019, to assist the Public Works Department in the following areas:
· Document, Track, and Process Customer Service Requests & Complaints received by the Public Works Department
· Work Orders for Operations & Maintenance
o Collections System Maintenance
o Water System Maintenance
· Encroachment & Fire Hydrant Use Permits
· Public Works Inspections (Development, Construction, Backflow, etc.) · Regulatory Inspections & Reporting Purposes (Inspections and Enforcement Tracking for FOG Program, SB 1383 Organics Program, Recycling Program, and Stormwater).
Information for various State Agency (State Water Resources Control Board, Department of Water Resources, and CalRecycle) reporting is obtained from this system.
It is important to note that the Mobile MMS system allows staff to use the system through desktop and/or through the use of their mobile devices and it is accessible from anywhere there is internet/wifi connections.
ANALYSIS
The city has been utilizing the Mobile MMS system since 2019 to process all incoming service requests, track collections systems maintenance, track water well pumping data, process permits, public works inspections, and regulatory compliance. Over the years, staff has expanded the use of the system to help in many other areas, which include:
· Reporting Dashboard
· Add work orders to other O&M divisions (Parks, Building Maintenance, Streets, etc.) · Sanitary Sewer Overflows
· Administration for Small Value Contracts, Procurement, and Claims · Inventory & Asset Management
· Data Collection & Regulatory Compliance for Sanitary Sewer Overflows As the City continues to grow, the city moves toward using electronic methods to document, track, and collect specific data to help improve on asset management, resources, and improve efficiency and services. The city is focused on evaluating the continuing needs and growth in the areas of technology as much as feasibly possibly.
Under this new three-year contract, the City will continue to work on implementation of additional layers. Staff will continue to work with WebSoft developers, Inc. to build additional forms and layers, however that will require allocating additional budget that is separate from the annual software/hosting and administrative costs covered under the established fee of $29,900.
The breakdown of costs and services is included in this staff report.
Staff are recommending approval for an amount not to exceed $10,000 per year for any additional support needed from Websoft Developers to continue to develop additional forms into the City’s current Mobile MMS system. Mobile MMS does not limit the number of users, amount of data that is hosted, nor does it limit the amount of training and one-on-one technical support as needed.
FISCAL IMPACT
All costs associated are allocated annually as part of the technology (6222) budget process.
Since 2019, the system has grown and the costs have also increased and funds have been budgeted to cover the increased costs. The original costs of the first contract was $19,900. The new contract amount is $29,900 with an additional $10,000 amount for any special projects/forms that might need to be developed.
If Council approves the agreement tonight, staff will execute the contract and bring the account current as of January 1, 2024. No payments have been made this year, due to not having a contract in place. The total due for January through June 30, 2024 is shown on the attached Cost breakdown.