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HomeMy WebLinkAboutReso 2010-211RESOLUTION NO. 2010-211 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA APPROVING THE AGREEMENT WITH HINDERLITER, DE LLAMAS AND ASSOCIATES TO PROVIDE BUSINESS LICENSING SOFTWARE AND SALES AND USE TAX SERVICES WHEREAS, currently the business licensing system is a module within the Development Services Department's permit tracking system called Permits Plus, which has been in place for over ten years; and WHEREAS, the system is proprietary and does not have online business license renewal capabilities; and WHEREAS, due to the growing demand by businesses for online payment capabilities, ITS and Finance Staff developed an external way to accept business license renewal payments online a few years ago, but the process was extremely cumbersome and labor intensive; and WHEREAS, as a result of recent budget cuts, the ITS Department lost key staff that had extensive knowledge or time necessary to do the programming for online renewals; and WHEREAS, it is important to note that this online payment process not only addresses the annual business license tax, but also includes the fire inspection fee and the energy assessment fee which makes the programming all the more complicated and time consuming; and WHEREAS, in addition to increasing customer service and efficiency through automation, staff is looking to also enhance business license enforcement through the use of sales tax data; and WHEREAS, our current business licensing system and our current sales tax services consultant do not have the ability to interface with each other and would require manual cross- referencing of the two databases which would be very labor intensive; and WHEREAS, on July 8, 2010, the City issued a Request for Proposal (RFP) for business license software and sales and use tax services following Municipal Code 2.56, Ordinance No. 2517, and Council Policy No. 102-OS in the consultant services selection process; and WHEREAS, the RFP was advertised in the Staz News, a local publication, and posted electronically on P1anetBids, a web-based vendor and bid management system that is widely used by other local agencies; and WHEREAS, in addition several firms were contacted directly and invited to participate in this process; and Resolution No. 2010-211 Page 2 WHEREAS, the four firms submitted proposals, and each proposal was thoroughly reviewed by the selection panel which consisted of the City's Director of Finance, Assistant Director of Finance, Treasury Manager, and Accounting Technician; and WHEREAS, the following criteria was used in the selection process: 1) compliance with RFP requirements; 2) experience and capabilities of the firm in conducting work of similaz scope, complexity, and magnitude for other public agencies; 3) experience of assigned Project Manager and staff; 4) references; and 5) pricing/costs; and WHEREAS, the four firms that submitted proposals were: Accela Government softwaze, CRW Systems, Hinderliter, de Llamas and Associates (HdL), and Innoprise softwaze; and WHEREAS, after a thorough evaluation, the selection panel recommends the contract be awarded to HdL to provide business license softwaze and sales and use tax services; and WHEREAS, HdL is best suited to meet the City's softwaze automation needs and sales tax analysis needs as the firm has extensive experience in both azeas with many other local cities and aze competitively priced; and WHEREAS, the HdL software system will be more convenient for businesses and more efficient for the City as most of the reporting and programming can be done by Finance staff with little assistance from ITS programmers; and WHEREAS, the system not only accepts online renewal payments, but also allows businesses to make changes to their business license information and recalculates the amount due if necessary; and WHEREAS, this feature will allow almost al] businesses the ability to pay online whereas in the past, only businesses with no changes could pay online; and WHEREAS, this will also reduce the amount of errors made when businesses try to recalculate their fees on their own; and WHEREAS, HdL's system will soon allow business license applications to be processed online which has been a frequent request of prospective business owners; and WHEREAS, this feature will be available next year; and WHEREAS, HdL is one of the industry leaders for sales tax analysis and serves many of the local cities in San Diego County; and WHEREAS, HdL offers comprehensive reports comparing data within the City, between cities in the region, and statewide; and Resolution No. 2010-211 Page 3 WHEREAS, they compile vazious data on business types and trends which would be very useful for economic and business development; and WHEREAS, their sales tax data is integrated with their business licensing softwaze, which would, help the City identify unlicensed businesses more easily. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Chula Vista does hereby approve the Agreement with Hinderliter, De Llamas and Associates to provide business licensing softwaze and sales and use tax services. Presented by Mazia achadoorian Direc or of Finance Approved as to form by Resolution No. 2010-211 Page 4 PASSED, APPROVED, and ADOPTED by the City Council of the City of Chula Vista, California, this 17th day of August 2010 by the following vote: AYES: Councilmembers: Bensoussan, Castaneda, McCann, Ramirez and Cox NAYS: Councilmembers: None ABSENT: Councilmembers: None Cheryl Coy May r ATTEST: ~~~~~ Donna R. Noms, CMC, City Clerk STATE OF CALIFORNIA COUNTY OF SAN DIEGO CITY OF CHULA VISTA I, Donna R. Norris, City Clerk of Chula Vista, California, do hereby certify that the foregoing Resolution No. 2010-211 was duly passed, approved, and adopted by the City Council at a regular meeting of the Chula Vista City Council held on the 17th day of August 2010. Executed this 17th day of August 2010. Donna R. Norris, CMC, City Clerk