HomeMy WebLinkAbout2010 10 11 Consent 202 Renewal Of Kiva Application Software COMMISSION AGENDA
Informational
ITEM 202 Consent X
Public Hearings
Regular
October 11, 2010
Regular Meeting
g M / I Dept.
Authorization
REQUEST:
Information Services requests Commission authorize renewal and
payment of the annual maintenance and support agreement for Kiva
application software not to exceed $45,565.71, and authorize the City
Manager and City Attorney to prepare and execute any and all
applicable documents.
SYNOPSIS: Accela (Kiva) is the vendor that provides the City with its land
management software package which is primarily used by the Community
Development and Police Departments. Accela provides technical support,
upgrades, and maintenance via its annual maintenance agreement. The
maintenance agreement is up for renewal for the period of 10/01/10
through 9/30/11 in the amount of $45,565.71. Information Services
requests authorization to renew and pay the annual maintenance and
support agreement and to authorize the City Manager and City Attorney to
prepare and execute all necessary documents.
CONSIDERATIONS:
Accela (Kiva) is the City's mission critical land management software
package used primarily by the Community Development and Police
Departments for issuing permits, business tax receipts, and arbor licenses;
scheduling and resulting inspections; generating associated fees; and for
tracking code violations. Accela software was acquired via an RFP
process in 2000/2001 with the Accela Wireless component being added in
2007. Accela is the sole source vendor for Accela technical support and
maintenance which provides database support and maintenance as well as
upgrades as they are made available. The maintenance and support
CITY OF WINTER SPRINGS, FLORIDA
CITY COMMISSION
REGULAR MEETING — October 11, 2010
REGULAR AGENDA ITEM "202"
PAGE 2 OF 3
agreement is renewable annually and is up for renewal for the period of
10 /01 /10 through 09/30/11 for the following modules:
• Kiva Land
• Kiva Permits & Inspections
• Kiva Request For Service
• Kiva Word
• Kiva Citizen
• KivaNet Permits & Inspections
• KivaNet Land
• Accela Wireless
The Kiva solution has served the city well for the past ten years; however,
because of the age of the system (about fifteen since its initial release) and
diminishing options for continued enhancement and maintenance of the
system, the City plans to research options for replacing the Kiva system in
the upcoming fiscal year. The plan with associated timeframe is as
follows:
• Paper evaluation phase has been completed
• Creation of RFP document - The target for completion of this
document is November 2010, with publication of document scheduled
for release during December 2010
• Bid submittals due back to City - targeted deadline is the end of
January 2011
• Completion of bid review process (including attendant vendor demos,
staff evaluation sessions, vendor selection) and bid award is targeted
for the end of third quarter 2011
• Completion of contract discussions with the selected vendor - targeted
for completion in the third/fourth quarter 2011
• Implementation activities will commence as soon as possible after
contract negotiations are completed
Because the City intends to research options for replacement of the Kiva
system, and because the City anticipates the research, RFP, and award of
project to take several months, Information Services is requesting that the
application maintenance continue for one more year. Further, it is
important for this maintenance to continue in light of the physical Kiva
server requiring replacement during the 2011 fiscal year. The server is out
of warranty and at its end of life after five plus years of service and Dell
will not extend maintenance. Since this is a mission critical application
with no backup server available, it is essential that the maintenance and
support agreement be kept current to ensure successful migration to the
new server platform.
CITY OF WINTER SPRINGS, FLORIDA
CITY COMMISSION
REGULAR MEETING — October 11, 2010
REGULAR AGENDA ITEM "202"
PAGE 3 OF 3
FISCAL IMPACT: $45,565.71 This item is budgeted in Information Services Department FY
2011 budget line code 1343 - 54633.
COMMUNICATION
EFFORTS: No extra communication efforts are necessary at this time.
RECOMMENDATION:
Information Services requests Commission authorize renewal and
payment of the annual maintenance and support agreement for Kiva
application software not to exceed $45,565.71, and authorize the City
Manager and City Attorney to prepare and execute any and all applicable
documents.
ATTACHMENTS: ATTACHMENT 1- Invoice MR052431
ATTACHMENT 2- Accela sole source letter
Date: October 1 l, 2010
The Office of the City Clerk never received the
attachments noted in Consent Agenda Item
"202", for the October 11, 2010 City
Commission Regular Meeting Agenda.