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  Consent-Community Services   # 33.       
Community Services  
Meeting Date: 01/11/2022  
Brief Title:    Clariti Cloud Inc. Service Agreement
From: Taro Echiburu, Director, Department of Community Services
Staff Contact: Tricia Valenzuela, Analyst, Department of Community Services, x4817

Subject
Approve a three-year service agreement with Clariti Cloud Inc. in the amount of $516,953 to replace the current permitting and inspection software used in the Department of Community Services, Planning and Building divisions; and accept the terms of the Clariti Accelerator Discount provided in the Pricing Quote. (No general fund impact) (Echiburu/Valenzuela)
Recommended Action
  1. Approve a three-year service agreement with Clariti Cloud Inc. in the amount of $516,953 to replace the current Permitting and Inspection software used in the Department of Community Services, Planning and Building divisions including annual vendor fees and support for a period of three years; and
     
  2. Accept the terms of the Clariti Accelerator Discount provided in the Pricing Quote (Exhibit C).
Strategic Plan Goal(s)
Thriving Residents
Sustainable Environment
Robust Economy
Reason for Recommended Action/Background
The Department of Community Services currently uses a software product called TrakIT to manage and track data for applications, inspections and code enforcement within the Building and Planning Divisions. The Department was notified in 2016 by the vendor that the software would not be updated or supported after 2018. Shortly thereafter, staff began evaluating options for a replacement system. A Request for Proposals (RFP) process was initiated and staff came to the Board with a contract for the top candidate from that process on March 26, 2019. However, despite the Department's staff best efforts, the contract was terminated in 2021 due to a number of delayed timelines and software limitations.

Rather than start another RFP process, staff worked with Procurement to use another acceptable procurement policy. In accordance with Item 7, Section H of the Yolo County Policy and Procedures Manual for Procurement, the County may piggyback on another governmental agency's contract if the competitive solicitation process is at least as restrictive as the County's process and the solicitation or agreement contains language allowing the terms to be extended to other entities. Yolo County Procurement Division has approved the use of the piggyback agreement in lieu of a competitive bid process.

The City of Santa Ana released a Request for Proposals (RFP No. 20-108) on August 24, 2020 for an Enterprise Land Management System and Implementation Services. The RFP included extensive system requirements and objectives. The RFP also included a request for services for implementation, data conversion, and ongoing managed services after a successful 'go live'. The city notified 543 vendors of the RFP and received four proposals. The top-ranked proposal was for a company to implement the Clariti Cloud Inc. permitting and licensing system. The Santa Ana City Council approved a contract with Clariti Cloud Inc. in June 2021 (Contract A-2021-091 dated June 28, 2021).

Yolo County Community Services staff reviewed the contract and a new Statement of Work from Clariti Cloud Inc., as well as Statements of Work from Accela and OpenGov, two additional system providers, in an effort to seek the best solution for replacing TrakIT. Staff from the Building and Planning Divisions, along with staff from IT and Procurement Divisions participated in a Zoom demonstration of the Clariti system as well as the other two providers. Clariti was recognized as a leader in its cloud-based software, references, product quality along with the staff interface and the online interface. The online interface is important as there is a great need for local jurisdictions to provide online services for customers during the pandemic and in a post-pandemic world.

Clariti Accelerator Discount:
The costs for the service agreement are lower than other vendors considered, mainly due to an "Accelerator Discount" totaling $194,200, detailed in Exhibit C to the contract. The terms of the discount require the following deliverables from Yolo County:

1. Contract to be fully executed by January 24, 2022 including all named Exhibits in Order Form
2. Initial three-year term with auto renewing for additional one year term
3. Upon successful “Go Live” Yolo County agrees to provide:
  • Joint press release
  • Project case study
  • Usage references to other municipalities
  • Host a “Lunch and Learn” for neighboring communities within first 12 months of being “Live”
The Department of Community Services staff is confident they can deliver on these terms and recommends the Board's approval of a three-year service agreement with Clariti Cloud.
Collaborations (including Board advisory groups and external partner agencies)
Department of Financial Services Procurement Division aided in the process, the Innovation and Technology Services Department participated in the demos and met via Zoom to discuss the software and ensure its safety. County Counsel guided staff through various considerations of the agreements and approved the contract as to form. Community Services staff also contacted other jurisdictions as references that are contracted with Clariti Cloud Inc. to review Clariti Cloud Inc.'s business practices.
Competitive Bid Process
Request for Proposals (RFP) Service Requested:
Enterprise Land Management System and Implementation Services were solicited by the City of Santa Ana RFP No. 20-108 released on August 24, 2020. Community Services Department will be piggybacking off of the City of Santa Ana's contract with Clariti Cloud Inc. in lieu of a competitive bid process. In addition to the RFP from the City of Santa Ana, Yolo County Community Services Department staff also reviewed Statements of Work from two other permitting software companies.

Process of Determination:
Yolo County Community Services staff reviewed the contract and a new Statement of Work from Clariti Cloud Inc., as well as Statements of Work from Accela and OpenGov, two additional system providers, in seeking the best solution in replacing TrakIT. Staff from the Building and Planning Divisions, along with staff from IT and Procurement Divisions participated in a Zoom demonstration of the Clariti system as well as the other two providers. Clariti was recognized as a leader in its cloud-based software, references, product quality along with the staff interface and the online interface. The online interface is important as there is a great need for local jurisdictions to provide online services for customers during the pandemic and in a post-pandemic world.

Fiscal Impact
No Fiscal Impact
Fiscal Impact (Expenditure)
Total cost of recommended action:    $   516,953
Amount budgeted for expenditure:    $   327,000
Additional expenditure authority needed:    $  
On-going commitment (annual cost):    $  
Source of Funds for this Expenditure
$0
Explanation (Expenditure and/or Revenue)
Further explanation as needed:
This contract will be paid using fee-funded revenue from the Building and Planning permit and associated service fees. This three year contract has a cost of $516,953. With $264,776 in the first year that includes a one-time deployment payment of $180,000 and a licensing fee of $83,876.30. The second year the cost will be $124,792.59 which includes the $83,392.59 license fee (increasing 3 percent per year starting in the second year) plus $38,400 for Solution Adoption Implementation Support. The cost in the third year totals $127,384.37, which includes $88,984.37 license fee and $38,400 for the Solutions Adoption Implementation Support. (See Exhibit C Clariti Pricing Quote).

The first-year costs were budgeted in the FY 21-22 budget at $327,000. Future costs, will likewise be budgeted as a planned expense. The contract will continue after the third year with annual opportunities to modify or cancel it.
Attachments
Att. A. Clariti Sass Service Agreement

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Form Review
Inbox Reviewed By Date
Leslie Lindbo Leslie Lindbo 12/29/2021 11:45 AM
Financial Services Melissa Patterson 01/06/2022 04:43 PM
County Counsel Hope Welton 01/06/2022 05:13 PM
Madison York Madison York 01/06/2022 05:39 PM
Elisa Sabatini Elisa Sabatini 01/06/2022 05:44 PM
Form Started By: Patricia Valenzuela Started On: 11/04/2021 01:52 PM
Final Approval Date: 01/06/2022

    

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