City of Sacramento
City Council - 5PM Report
915 I Street Sacramento, CA 95814
www.cityofsacramento.org
File ID: 2023-00891 8/29/2023 Consent Item 8.
Budgetary Adjustments and Agreement: Code Enforcement Case Management Software Subscription and Implementation Project
File ID: 2023-00891
Location: Citywide
Recommendation: Adopt a Resolution authorizing the City Manager or City Manager’s designee to: 1) execute a professional service agreement with Unisys Corporation to implement a code enforcement case management system for an amount not-to-exceed $470,359; 2) execute a Software Subscription Agreement with Clariti Inc. with automatic renewal periods, for annual amount of $142,160; 3) establish the Code Enforcement Case Management Program (A21006700); 4) establish the expenditure budget in the Code Enforcement Case Management Program (A21006700) with a transfer of $314,000 in General Funds (Fund 1001) from CDD’s fiscal year (FY) 2023/24 operating budget and a transfer of $157,000 from the Commercial Waste Compliance MYOP (I15220000, Fund 1001); 5) establish the Accela Maintenance (I21000800) multi-year operating project (MYOP); and 6) establish the expenditure budget in the Accela Maintenance MYOP (I21000800) with a transfer of $45,000 from the Planning Technology Program (A21006400, Fund 2016) and $405,000 from the Building Permit Technology Program (A21006600, Fund 2016).
Contact: Mrudul Sadanandan, Assistant Director, (916) 808-7894, [email protected]; Johann Tran, Principal Applications Developer, (916) 808-4742, [email protected]; Frances Chong, CDD Program Manager, (916) 808-5010, [email protected]; Darin Arcolino, Chief Information Officer, (916) 808-0403, [email protected]
Presenter: None.
Attachments:
1-Description/Analysis
2-Resolution
3-Professional Service Agreement
4-Software Agreement
Description/Analysis
Issue Detail: The City of Sacramento Code Enforcement Case Management System (CMS) has
File ID: 2023-00891 8/29/2023 Consent Item 8.
been in use since 2006 by major business units: Rental Housing, Business Licenses, Code Enforcement, Cannabis, Recycling and Solid Waste Division.
Software solutions are expected to offer annual updates with new features and stay aligned with technology trends and standards. Unfortunately, the current system falls short of delivering certain features necessary for running a modern code enforcement operation. As a result, additional expenses are required for custom development and configuration to bridge the gap. These system constraints have restricted the Information Technology (IT) Department’s capacity to swiftly provide solutions for implementing improvements in business processes. Consequently, the business lines utilizing this system have been compelled to seek alternative solutions to meet their needs.
The current system will be replaced with a modern CMS for business units identified above. A Clariti software subscription and an implementation service from Unisys Corporation will address the following major areas:
· Ability to provide an easy-to-use case management system for staff and citizens to report cases.
· Ability for the field staff to work on cases while at the work site using mobile technology. · Ability for the case management system to integrate with 311 Customer Relationship Management, Geographic Information System , Finance Enterprise Resource Planning, and online payment system in real-time. In addition, provide an industry-standard gateway for integration with other systems.
· Ability to import and export data to develop key performance indicators (KPIs), reports, and dashboards to support data-driven decision-making.
· Ability to customize and configure business processes to support changing business requirements quickly and easily.
Part of the implementation service includes the evaluation of our current business process, identifying gaps, finding opportunities for digitalization, and implementing digital services to improve the overall experience for staff and citizens.
Policy Considerations: The recommendation in this report is in accordance with City Code Section
3.64 regarding contracts for professional services.
Resolution 2023-0205, Section 5.3 and 10.9 requires Council approval for adjustments over $250,000. Section 10.2 and 13.9 requires Council authority to establish capital improvement projects and multi-year operating projects.
Economic Impacts: None.
Environmental Considerations: None.
File ID: 2023-00891 8/29/2023 Consent Item 8.
Sustainability: Not applicable.
Commission/Committee Action: Not applicable.
Rationale for Recommendation: The City’s current CMS has technical challenges, making it complex to configure, maintain, and integrate with other City enterprise applications. As such, in collaboration with Code Enforcement and the Recycling and Solid Waste Division, IT issued a Request for Proposal (RFP P23071011002) to replace the current system with a cloud-based CMS and for implementation services. The RFP review panel included representatives from Community Development Department (CDD) , the Department of Public Works (PW) , and the IT Department.
Out of seven RFP responses, the panel recommended Unisys Corporation for the software implementation services and Clariti for the software solution and subscription services.
The City plans to review and overhaul the entire business process as part of the system replacement, integrating with additional lines of business systems such as licensing and permitting, finance, accounting, and 311 services. The goal is to utilize the new system to enhance citizen engagement, improve the user experience, and increase operational efficiency.
Financial Considerations: Staff recommends the budget transfer of $314,000 in General Fund’s (Fund 1001) from the CDD’s FY2023/24 operating budget (Fund 1001) and a budget transfer of $157,000 from the Commercial Waste Compliance (I15220000) MYOP to the Code Enforcement Case Management Program (A21006700) to fund the professional services agreement with Unisys Corporation for the implementation of the CMS. The subscription service with Clariti will be funded through CDD and PW (Commercial Waste Compliance) FY2023/24 operating budget.
There are sufficient funds in the Planning Technology Program (A21006400, Fund 2016) and the Building Permit Technology Program (A21006600, Fund 2016) to support a one-time transfer to the Accela Maintenance (I21000800) MYOP. The existing annual Accela maintenance contract, which is historically funded in the CDD’s operating budget will be moved to the Accela Maintenance (I21000800) MYOP, redirecting resources to fund the implementation of the CMS and subscription agreement.
Local Business Enterprise (LBE): Not applicable.
RESOLUTION 2023-____
Adopted by the Sacramento City Council
August XX, 2023
Budgetary Adjustments and Agreement: Code
Case Management Software Subscription and
Implementation Project
BACKGROUND
A. The City of Sacramento’s Code Enforcement Case Management System (CMS) has been in use since 2006 and utilized by four major business units: Rental Housing, Business Licenses, Code Enforcement, and Cannabis.
B. The current system has shown signs of not being able to keep up with the demands of the Code Enforcement Divisions and is behind in available features for IT to support those need without significant staff support.
C. Staff recommends executing professional services agreement with Unisys Corporation for the implementation of the new CMS, the subscription agreement with Clariti Cloud, Inc, and approving the budgetary adjustments necessary to fully fund the project.
BASED ON THE FACTS SET FORTH IN THE BACKGROUND, THE CITY COUNCIL RESOLVES AS FOLLOWS:
Section 1. The City Manager or his designee is authorized to execute a professional service agreement with Unisys Corporation to implement a code enforcement case management system for the Community Development Department for an amoun t not-to-exceed $470,359.
Section 2. The City Manager or his designee is authorized to execute the Subscription Agreement for the Code Enforcement with Clariti Cloud , Inc. in the amount of $142,160.
Section 3. The City Manager or his designee is authorized to establish the Code Enforcement Case Management Program as A21006700.
Section 4. The City Manager or his designee is authorized to establish the expenditure budget for the Code Enforcement Case Management Program (A21006700) with a transfer
of $314,000 from the Community Development Department ’s operating budget (Fund 1001) and a transfer of $157,000 from the Commercial Waste Compliance (I15220000, Fund 1001).
Section 5. The City Manager or his designee is authorized to establish the Accela Maintenance (I21000800) multi-year operating project (MYOP).
Section 6. The City Manager or his designee is authorized to establish an expenditure budget in the Accela Maintenance MYOP (I21000800) with a transfer of $45,000 from t he Planning Technology Pr ogram (A21006400, Fund 2016) and $405,000 from the Building Permit Technology Program (A21006600, Fund 2016).