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Home My WebLink About2007 07 09 Consent 202 Accela Wireless Software COMMISSION AGENDA ITEM 202 Informational Consent X Public Hearing Regular July 9. 2007 Regular Meeting V' Qp Dept. Mgr. / Authorization REQUEST: Information Services requests authorization to purchase Accela Wireless software and associated hardware in the amount of $108,258 to provide a wireless interface to the Kiva application. This money is already budgeted. PURPOSE: To obtain authorization to purchase Accela Wireless software and associated hardware in the amount of $108,258, providing a wireless interface to the Kiva application. CONSIDERATIONS: As part of the long term implementation strategy for the Kiva application the introduction of Accela Wireless is the next step in the process. What is Accela Wireless? Accela Wireless is a mobile government application that extends processing capabilities to the field for inspections, code enforcement, and service requests. Accela Wireless is compatible with handheld computing devices and laptops running on the Microsoft Mobile and Windows XP operating systems. What are the benefits? · Accela Wireless ensures that even when inspectors are out in the field, they are never out of touch with the office. Inspections can be assigned, rescheduled, or canceled at I:\Admin_Docs\Agenda Items\FY 2007\2007-07 (July)\070907 _ COMM _ Consent_ 202 _Kiva_Wireless _ Appropriation. doc CITY OF WINTER SPRINGS CITY COMMISSION REGULAR MEETING - JULY 9, 2007 CONSENT AGENDA ITEM "202" PAGE 2 OF 4 the last-minute and an alert can be sent automatically to the inspectors via the mobile device. Inspectors won't waste time driving to and from inspections, maximizing their time in the field. · The Building Department's inspectors will be able to enter inspection results directly into Kiva, greatly reducing the amount of redundancy that exists in the current processes. · Today, inspectors handwrite notes regarding inspections on their daily status sheets and paper notepads as well as on-the-job-site permit card. By using the handheld wireless devices inspection results and any comments or notes are entered directly into the Kiva application for near real-time updates that can be immediately shared with all parties using Kiva, especially Customer Service. And rather than having to write the results of an inspection on the job-site card, a printout of the results will be waiting for the inspector upon returning to their vehicle that can be left in the permit box. · While in the field responding to reported code violations, enforcement staff often come across additional violations that have yet to be reported - abandoned vehicles, illegal signage, or lack of landscape maintenance for example. Accela Wireless allows officers to view current parcel data or code violation history by remotely accessing their land management database. Officers can then create new cases on the spot using the most current information available. · Code enforcement officers will be able to enter comments and inspection results for a case directly into Kiva while in the field. This will save time for the administrative staff by not having to enter this information into Kiva once it has been delivered back to the office by the enforcement officers, thus freeing them to issue violation notices and follow-up correspondence that is a much more efficient use of their time. · Fire inspectors will be able to maintain inspection data from the field where results can be entered on site versus in the office from their desktop workstations as is currently the case. · The Urban Beautification staffhas had its arbor permits issued through Kiva since its first use within the City. Through the use of Accela Wireless this group of participants will be able to record their information for a given project while on site and further, will be able to enter and schedule commercial irrigation inspections. · Following any major disaster, reliable and immediate information is the most valuable tool for jurisdictions to have as a means to assess the damage and create an accurate recovery plan. Accela Wireless enables emergency response teams to report real-time data from the field, streamlining the damage assessment process and improving agency responsIveness. What are some of the highlighted product features? · Create new inspections or investigations · Cancel, reschedule, or reassign field appointments I:\Admin_Docs\Agenda Items\FY 2007\2007-07 (July)\070907 _ COMM _ Consent_ 202 _Kiva_Wireless _ Appropriation. doc CITY OF WINTER SPRINGS CITY COMMISSION REGULAR MEETING - JULY 9, 2007 CONSENT AGENDA ITEM "202" PAGE30F4 . Sign-off inspections . Utilize checklists . Review case, application, or permit summary . Correct and resubmit failed transactions . Create new case, application, or permit with new inspection or investigation . Customize labels . Access multiple investigation or inspection lists . Utilize off-line capabilities when in a remote area · Optimize travel route for daily inspections or investigations . Create and print reports in the field · Utilize standard comments to save time In Summary The deployment of this wireless technology will take advantage of the wireless laptop computers already in use by the Fire and Police Departments; will add seven handheld wireless devices for use by the Building and Urban Beautification Departments; and will add six wireless capable printers for use by the Building and Urban Beautification Departments. In addition to supporting the Acce1a Wireless component to Kiva the handheld devices will also provide access to e-mail, serve as a cell phone, and have an onboard camera. The devices will be configured to support walkie-talkie capability and GIS as these features become available in the future. What does the request include? · Consulting/Training Services (includes travel) Acce1a Wireless · Software Maintenance Agreements · Capital Expenses - Data Processing · Acce1a Wireless Server Software · 2 Additional User Blocks (in blocks of 5 end-user licenses) ($9,995 for each block of 5) · 7 Handheld Wireless Devices (fully configured) . 6 Wireless capable mobile printers · Data & Telephone network service from wireless provider (7 contracts - 1 month) . Contingency $ 20,000 $ 1,834* $ 34,995 $ 19,990 $ 22,750 $ 2,889 $ 800 $ 5,000 $108.258 *Maintenance for Acce1a Wireless for FY07 will be $1,834 and for FY08 $10,997. FUNDING: This project is already budgeted in department 1343 and will be charged back to the enterprise funds thru normal transfers. I:\Admin _ Docs\Agenda Items\FY 2007\2007-07 (July)\070907 _ COMM _ Consent_ 202 _Kiva_Wireless _ Appropriation. doc CITY OF WINTER SPRINGS CITY COMMISSION REGULAR MEETING - JULY 9, 2007 CONSENT AGENDA ITEM "202" PAGE40F4 General Fund Water & Sewer (Utilities) Storm Water Development Services $ 36,572 $ 12,273 $ 4,091 $ 55,322 $108.258 This % distribution method is used for certain base costs associated with the implementation of the project such as software, maintenance, and contingency because all departments will eventually benefit from these products and services once implemented; and so the base costs of these products and services must be distributed across all departments and funds according to the estimated impact on each department and fund. RECOMMENDATIONS: Recommend that the Commission authorize Information Services to purchase the required components to implement the Accela Wireless application for Kiva at a price of$108,258. ATTACHMENTS: COMMISSION ACTION: I:\Admin_Docs\Agenda Items\FY 2007\2007-07 (July)\070907 _ COMM _ Consent_ 202 _Kiva_Wireless _ Appropriation. doc