Report Prepared by: Jeff Bennyhoff, I.T. Manager, Information Technology
Title
SUBJECT: Citizen Engagement Application Service Contract
REPORT IN BRIEF
Enter into a contract with PublicStuff, and amend a contract with SunGard for a Citizen Engagement Application for $17,784.29 per year.
RECOMMENDATION
City Council - Adopt a motion approving the PublicStuff contract and approving the SunGard contract amendment for a citizens engagement application; and, authorizing the City Manager to execute the necessary documents.
Body
ALTERNATIVES
1. Approve execution of contract(s) as recommended; or
2. Decline to award contract(s); or,
3. Refer to staff with direction.
AUTHORITY
Section 3.04.120 of the Merced Municipal Code
CITY COUNCIL PRIORITIES
To enhance the communications and interaction with citizens.
DISCUSSION
The City would like to procure a Citizens engagement application. Currently most citizens engage with the City by calling over the phone, sending an email, or talking directly to a City employee. A citizen engagement system uses technology to empower and connect with citizens in our community. The application allows a citizen to use a smartphone app to report a problem, find out the status of a request, find out about upcoming and ongoing events, and have two way communication with the City.
How does the smartphone app work to report a problem to the City?
A Citizen opens the app, selects the type of problem(s) they are reporting (Pot hole, garage issues, water violation, etc.) The application will use GPS on their smartphone to know location of the reported problem. They can choose to take a photo of the problem and type in additional information about the problem and submit the request to the City. They can submit the request in their native language, be it in English, Spanish, or Hmong. The City will receive the request (translated into English) and can take action on it. Along each step, the citizen will get notified about the status of their request and when their request was completed in their native language.
Another feature of the application is it allows the City to send out notifications to citizens. This would operate similar to a cell phone text message. It could inform citizens about a water line break, upcoming road construction, or other important items.
The application will help the City become more operationally efficient. Currently many of the requests received don’t have enough detailed information to dispatch the correct resource to the problem, or doesn’t communicate where the problem is occurring. With GPS and photos of the problem the City should be able to dispatch the correct resource the first time.
This application will also integrate into our work order management system provided by SunGard. This will allow Public Works and Finance Department to maintain their existing cost accounting and control processes.
The I.T. Department recommends entering into a contract with PublicStuff and amend the contract with SunGard for the Citizen Engagement application.
IMPACT ON CITY RESOURCES
Funding is available within the Adopted Fiscal Year 2015-16 budget in the following account.
672-0403-512-2100 $17,784.29 per year
ATTACHMENTS
1. Public Stuff Contract
2. SunGard Contract