AGENDA TITLE:
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Adopt a Resolution Authorizing the Acting City Manager to Execute Amendment No. 3 to the Agreement for Land Management Permit Software and Software Maintenance Services with Superion, LLC, Expanding the Scope of Services to Include Public Administration GIS and Project Management Services and Extending the Agreement through July 27, 2028 in an Amount Not to Exceed $195,220, for a Total Amount Not to Exceed $835,220 Over the Term of the Agreement (CD)
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MEETING DATE:
July 16, 2025
PREPARED BY:
Lorie Waters, Administrative Analyst
recommendation
RECOMMENDED ACTION:
Adopt a Resolution Authorizing the Acting City Manager to Execute Amendment No. 3 to the Agreement for Land Management Permit Software and Software Maintenance Services with Superion, LLC, Expanding the Scope of Services to Include Public Administration GIS and Project Management Services and Extending the Agreement through July 27, 2028 in an Amount Not to Exceed $195,220, for a Total Amount Not to Exceed $835,220 Over the Term of the Agreement.
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BACKGROUND INFORMATION:
In July of 2018, the City Council approved the execution of a five-year agreement with Superion, LLC to provide land management permit software (TRAKiT) and software maintenance services. The five-year term expired at the end of July 2023. The original agreement with Superion states that the agreement will automatically renew for additional successive one (1) year terms unless earlier terminated.
In July of 2023 and again in June of 2024, the City Council approved amendments to extend the original agreement for one-year successive terms. The Community Development Department, along with Public Works, Electric Utility, and Fire, utilize TRAKiT provided by Superion, LLC, and would like to extend the agreement term through July 27, 2028 in an amount not to exceed $190,000 as outlined in Attachment A of Amendment No. 3 of the agreement.
In addition, the Public Works Department and the Information Technology Division are currently working to upgrade the City’s Geographic Information System (GIS) Server as the older server is past its surface life and poses a potential information security risk. The GIS server feeds data into a number of different City applications, one of which is TRAKiT. As part of the transition to the new server, staff recommends setting up a testing platform within the permitting software to ensure that the transition interfaces correctly and does not cause any issues. In order to achieve this, Superion, LLC has provided a proposal (Exhibit B of Amendment No. 3) to setup the temporary platform that is necessary for the testing in an amount not to exceed $5,220.
STRATEGIC VISION:
3A. Fiscal Health: Promote City's transparency & fiscal fluency.
FISCAL IMPACT:
Annual maintenance funding will be budgeted out of four departmental budgets that will be utilizing the system.
Amounts have been included in FY25-26 budgets.
There will be no long-term fiscal impact for the expanded scope of work.
FUNDING AVAILABLE:
Annual cost for permitting software and software maintenance:
Community Development Department:
• Building Division (27081000.72313)
• Community Improvement Division (10088000.72369)
Public Works Department (10050500.72313)
Electric Utility Department (50061500.72369)
Annual cost for monthly extraction of database:
Community Development Department Building Division (28071000.72313)
One-time cost for Public Administration GIS and Project Management Services:
Public Works Department Water Operations (56052001.72313)
Public Works Department Wastewater Operations (53053001.72313)