Summary
To: Town Commission
From: Ashley L. A. Bernal
Date: 1/7/2020
______________________________________________________________________
Subject:
Title
ViewPoint Cloud and OpenGov Software Proposal
Summary:
Continuing the conversation of providing more efficient and responsive town services, over the past few months, staff has engaged ViewPoint Cloud and OpenGov in discussions about the software that provide efficiencies to local governments. After initial conversations, staff believes that moving forward with these companies would yield more efficient processes for permitting and code enforcement, as well as other town wide tasks such as budgeting, financial planning, and work force planning.
ViewPoint Cloud
ViewPoint Cloud is primarily an online tool that assists with permitting and code enforcement. Anecdotally, contractors that regularly do business with the town have consistently requested the ability utilize online permitting and inspection processes.The permitting side of the software includes the application, workflow, approval, and tracking of building permits, special relief permits, and more. This software empowers residents to apply for permits from the comfort of their home, but could also be available in Town Hall on an iPad for those who wish to complete the process in person. ViewPoint Cloud also alerts applicants the moment that their permit has been approved or denied. In addition to this, residents have the ability to print their permit at home to save them time. Lastly, it is important to note that ViewPoint Cloud has a live map that allows users to see where and when building permits have been approved as a measure of providing advanced public records capabilities.
This software could also leverage efficiencies with code enforcement. For instance, if there is a live construction site, code enforcement could review the map to see if a permit has been approved for that site. In addition to this, code enforcement could utilize ViewPoint Cloud as a tool for tracking code violations, property history, and improvements. ViewPoint Cloud differs from SeeClickFix as it is an internal tool, but can be accessed by any officer with a log-in and computer.
OpenGov Software
OpenGov is a software utilized for budgeting and work force planning that is utilized by municipalities nationwide. This software could be used for the upcoming budget season, as well as for future financial planning. By incorporating OpenGov into the town’s budget process, it is estimated that we could save over 200 hours alone in work force planning.
The previous software that was used for the budget did not meet our expectations and had difficulties working with preexisting software. Staff believes that these deficiencies could be overcome through working with OpenGov.
ViewPoint Cloud and OpenGov are offering the Town of Belleair discounted rates if the software are purchased together.
The pricing provided is from an active contract approved in 2016 with the State of Florida. The contract was competitively awarded by the National Association of State Procurement Officials and accepted by the State of Florida. The contract number is 43230000-NASPO-16-ACS-SVAR.
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Body
Expenditure Challenges: This would be a three-year contract, at a rate of close to $30,000 per year for both tools. This pricing includes the cost of implementation. Please see attachment for a detailed listing of expenditures.
Recommendation: Move approval of multi-year purchase of ViewPoint Cloud and OpenGov as provided, contingent upon budgetary appropriation in following years.
Proposed Motion: I move approval of multi-year purchase of ViewPoint Cloud and OpenGov as provided, contingent upon budgetary appropriation in following years.