Information Technology
www.santa-ana.org/IT
Item # 9
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
December 3, 2024
TOPIC: MySantaAna Citizen Request Mobile App Replacement
AGENDA TITLE
Agreement with Rattle Tech LLC for the Implementation of a Citizen Request Mobile App and Backend Work Management System (Specification No. 24-099A) (General Fund and Non-General Fund) (Revive Santa Ana)
RECOMMENDED ACTION
Authorize the City Manager to execute an agreement with Rattle Tech, LLC for Civita App community engagement platform and professional services, for an amount not to exceed $100,000 annually, for a total aggregate amount not to exceed $500,000, for an initial one-year term beginning January 1, 2025, with provisions for four optional one- year renewals (Agreement No. A-2024-XXX).
GOVERNMENT CODE §84308 APPLIES: Yes
DISCUSSION
Since October 16, 2019, the City of Santa Ana has been using the MyCivic mobile app provided by Tyler Technologies (MyCivic App) for the City’s “mySantaAna App” to allow the public to report various service requests throughout the City. Since its implementation, the mySantaAna App has become an integral part of City operations by providing a mechanism for the public to easily report graffiti, illegal trash dumping, homelessness concerns, and other maintenance-related issues. The mobile app generates more than 10,000 reported issues per month. It also provides the City with the ability to send push alerts to the public for City events, news updates, and important notifications about road closures and weather-related emergencies. The mySantaAna App also features links to the City website for meeting agendas, upcoming events, and a contact list of who to call for various City services.
Unfortunately, the capabilities of the Tyler MyCivic App have fallen behind the technology and functionality now available from off-the-shelf applications on the market, primarily in the area of language translation. The City Council has indicated that providing multi-language support in the mobile application is a high-priority feature that is important to the public. Therefore, it makes sense for the City to move from the MyCivic app to a new mobile application system that could more functionally meet the
MySantaAna Citizen Request Mobile App Replacement
December 3, 2024
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City’s needs and provide the multi-language capabilities that would better serve the constituents of the City.
On August 6, 2024, the City issued RFP No. 24-099A for qualified vendors to propose the implementation of a new Mobile App and Citizen Relationship Management (CRM) System in order to upgrade the MySantaAna mobile app.
978 Vendors notified
0 Santa Ana vendors notified
57 Vendors downloaded the RFP packet
15 Proposals received
Proposals were solicited, opened on August 28, 2024, and evaluated. Fourteen of the 15 proposals submitted by the RFP deadline were determined to be responsive to the specifications outlined in the RFP and met the City’s requirements. A selection team, consisting of staff from the IT Department, Public Works Agency, and the City Manager’s Office evaluated the proposals and recommend awarding an agreement to Rattle Tech, LLC, the vendor best suited to provide the required capabilities.
The selection team found that the Civita App Community Engagement Platform (Civita App) offered by Rattle Tech LLC was the best fit for the City as the company had demonstrated its ability to fully translate the mobile application in both Spanish and Vietnamese and also provide translations from these languages back to English for staff to perform their work. The Civita App also offers the ability to seamlessly integrate with the City’s graffiti abatement contractor, Graffiti Protective Coatings, which will speed the implementation of the application for the City and ensure that there is minimal loss in staff and contractor productivity as the City migrates to the new application. The selection team was also impressed by the fact that the initial cost for the Civita App was similar to the MyCivic App but offered better opportunities for adding new features and capabilities. The Civita App also provides better security for user registration and superior analytics compared to the MyCivic App.
Although the precise implementation timeline will not be established until the City begins the project is are able to get access to the system, staff estimates that the City will be able to launch the new MySantaAna App in April 2025. Staff expects that for existing Apple iPhone users, the new version will be available as an update, and if automatic updates are enabled, the new application will seamlessly replace the existing version on users’ devices. Current Android users will be directed to the Google Play store where they can download and install the new application.
Proposing firms’ rankings according to the criteria listed in the RFP are as follows:
MySantaAna Citizen Request Mobile App Replacement
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Vendor Name Location Rank
Rattle Tech, LLC Altadena, CA 1
Granicus, LLC Saint Paul, MN 2
Keen360, Inc. King of Prussia, PA 3
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
Funding is available in the FY 2024-25 American Rescue Plan Act, accounting unit 18120013, Contract Services Professional account (62300) and Software Maintenance & Support account (62306). Future fiscal year funding will be included in proposed budgets for City Council consideration. The table below provides an estimate of the account distribution by fiscal year; however, actual amounts may vary based on the timing of the system implementation.
Account
Unit –
Account
#
Account
Description
FY
24-25
FY
25-26
FY
26-27
FY
27-28
FY
28-29
FY
28-29 Total
10920141
-62300
Contract
Services
Professional
$42,500 $85,000 $85,000 $35,000 $247,500
10920141
-62306
Software
Maintenance
& Support
$7,500 $15,000 $15,000 $15,000 $52,500
18120013
-62306
ARPA - IT–
Software
Maintenance
& Support
$15,000 $15,000 $7,500 $37,500
18120013
-62300
ARPA - IT -
Contract
Services
Professional
$35,000 $85,000 $42,500 $162,500
Total $50,000 $100,000 $100,000 $100,000 $100,000 $50,000 $500,000
EXHIBIT(S)
1. Agreement with Rattle Tech, LLC
Submitted By: Jack Ciulla, Chief Technology Innovations Officer Approved By: Alvaro Nuñez, City Manager