HomeMy WebLinkAboutItem 04 Approval of a Business Tax Software Program from Clear Village, Inc., (Capital Purchase) ocoee
florida
AGENDA ITEM COVER SHEET
Meeting Date: December 3, 2019
Item #:41-
Reviewed By:
Contact Name: Michael Rumer Department Director:
Contact Number: Ext. 1018 City Manager: Robert Fra
Subject: Approval for a Capital Purchase of a Business Tax Software Program(PO 1426017)from Clear
Village Inc.
Background Summary:
Currently Business Tax Receipts FKA Occupational Licenses are required per Chapter 119 of the City Code of
Ordinances. The Development Services Department, Building Division administers the processing through the
ADG (American Data Group) program. The City has been working with Clear Village who provides permitting
software to the City for a Business Tax Receipt program that would provide an upgrade from what is offered
through ADG. The new software will allow the online processing of applications and renewals. Funding for the
Clear Village Business Tax Software was approved under the budget for fiscal year 2018-2019. The Clear Village
Software product roll out is underway but was not completed prior to October 1, 2019, which kept the Purchase
Order from being paid.
Issue:
Should the Honorable Mayor and City Commission approve the capital purchase of Clear Village Business Tax
Software under purchase order#1426017?
Recommendations:
Staff recommends the Honorable Mayor and City Commission approve the capital purchase of Clear Village
Business Tax Software under purchase order#1426017.
Attachments:
Clear Village Inc, Quote
Purchase Order#1426017
Financial Impact:
$14,000.00 per Purchase Order: 1426017
Type of Item: (please mark with an "x")
❑ Public Hearing For Clerk's Dept Use:
❑ Ordinance First Reading VI Consent Agenda
❑ Ordinance Second Reading 0 Public Hearing
O Resolution 0 Regular Agenda
® Commission Approval
O Discussion&Direction
1
❑ Original Document/Contract Attached for Execution by City Clerk
❑ Original Document/Contract Held by Department for Execution
Reviewed by City Attorney
Reviewed by Finance Dept. ` ..o o<<
Reviewed by
2
Quote
CVI-OCOEE-BTR-01
Clear Business Tax
ClearVillage inc
02/27/2019
CVI-OCOEE-BTR-01 Page 1
Clear Business Tax
Deliverables
Name Description
1 Apply for business Business will be able to go to citizen portal to apply or renew a
tax receipt business tax receipt.
2 Search Citizen will be able search for business tax receipt by providing
search criteria.
3 Electronic payment Citizens will be able to pay for the business tax receipt fees.
4 Review A workflow system, routing applications to staff members for
review per office policies
5 Renewal Notices A screen will be provide to search and print renewal notices
7 Notifications Notification will be sent to update user about the status of the
application.
Costs
Activity Amount
Software License Free
Data Conversion $3000
Implementation and configuration $5000
Workflows, Fees,Templates, Custom field and Reports
Training Free
Maintenance for current fiscal year $6000
Total $14000
Maintenance Fee(Starting Next Fiscal Year) Amount
Annual Maintenance fee $10000
Professional Services $3000
Total $13000
Assumptions
1. Point and pay will be used for online payments.
Responsibilities of the Parties
Ocoee Responsibilities:
1. City of Ocoee will provide all required information for configuration and implantation of system.
2. City of Ocoee will provide acceptance testing scenarios that lay out the use cases the system
must be able to handle within 30 days of expected project delivery date.
CVI-OCOEE-BTR-01 Page 2
CVI Responsibilities
1. Provide status and answer questions regarding the status of the project as requested by the CVI.
2. Configure business license types fee,users etc.
3. Provide Business Analysis(BA)services for configuration,setup, system enhancements as may
be requested.
4. Provide training to staff
CVI-OCOEE-BTR-01 Page 3
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CITY OF OCOEE v L oCO4-v
411441k
150 N LAKESHORE DR
OCOEE FL 34761-2223
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PURCHASE ORDER: 1426017 Page: 1 of 1
* ' * VENDOR ' * ""
* • * • DELIVER TO • * * * *
CLEAR VILLAGE, INC. CITY OF OCOEE
1276 MINNESOTA AVE 150 N LAKESHORE DR
WINTER PARK FL 32789-4833 OCOEE FL 34761-2223
DEVELOPMENT SERVICES DEPT.
...�._ _. ., � Customer No 8y
Snip Via FOB Tenni Ordered Due Sy SHOPPER
�___ _ .__.
03.12.2019 04.11.201& I dost Net 30 I..
._...._.___-.W._ thpr Contact
�—__.__ Requisition No>` Vendor Phone 4 Vendor Fax
PL000403 I 3135-1 1407)314-3094 1407)384-2123
No Quantity WM Description Unit Price Extended
C r ;",f ly.
I 14,000.0000 1 14,000.00 0C1-524-C0.5235
1 1,00 YA C1tar v:l2aga Bualnarr Tax
Sotto xe Coats
cv:-OCOSS,-Vf-01 j
•• TOTAL a. 14,000.00
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VENDOR INSTRUCTIONS: SPECIAL INSTRUCTIONS:
I EMAIL INVOICES TO: ACCOUNTSPAYABL@OOCOEE.ORG PROPRIETARYE SOURCE
OR MAIL TO.CITY OF OCOEE ACCOUNTS PAYABLE SINGLE
GE: OURCE E BTR-01
150 N LAKESHORE DRIVE
OCOEE.FL 34761.2258
2. INVOICES AND PACKAGES MUST BEAR THE P.O. NO ABOVE.
3. PURCHASES MAY NOT EXCEED THE TOTAL AMOUNT OF THIS
ORDER WITHOUT PRIOR APPROVAL BY THE PURCHASING DEPT. //
4. ACCEPTANCE OF THIS ORDER INCLUDES ACCEPTANCE OF ALL TERMS. r
INCLUDING TERMS LISTED ON THE BACK OF THIS PC. .10
PRiCES.DELIVERY INSTRUCTIONS. SPECIFICATIONS AND CONDITIONS
5 STATE SALES TAX EXEMPT X85 80137799740.0 EIN x59-6018784 /
8. IF YOU HAVE QUESTIONS, PLEASE CALL 407.905.3100 X1513. RECEIPT OF GOODS •+irc •s Agent