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Home My WebLink AboutItem 11 - Permitting SoftwareMEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: BRUNO RUMBELOW, CITY MANAGER MEETING DATE: JUNE 17, 2025 SUBJECT: NEW SOFTWARE LICENSE FOR PERMITTING RECOMMENDATION: City Council to consider the purchase of an annual software license for permitting from Vertosoft. This license will be used by the Planning Services Department, the Building Services Department, and other city departments involved in the Technical Review Committee (TRC) process, managing permits, projects, and code enforcement cases. FUNDING SOURCE: Funds are available in the General Fund (Planning Services, Public Works, Building Services and Fire Departments) for a one time fee of $79,440 and an annual estimated amount of $84,959. BACKGROUND: This purchase is intended to establish a contract with Vertosoft for permitting, project management, and code enforcement solutions for the city. There is a one-time fee of $79,440 for module setup and online training, which is detailed in the attached Vertosoft Quote for OpenGov and an annual fee of $84,959. The Planning Services, Building Services, Public Works, and Fire Departments have been using MyGov for these services since 2010. However, due to recent acquisition by Tyler Technologies and difficulties with MyGov in maintaining accurate data, the city has experienced significant lost man-hours from manually correcting data errors. As a result, the city is seeking a long-term solution. This procurement will be made as a sole source purchase in accordance with Local Government Code Chapter 252, Subchapter B, § 252.022, General Exemptions (a)(7)(A). (%rtosoft 1602 Village Market Blvd SE, Suite 320 Leesburg, VA20175 USA Cage Code: 7QV38 UEI Number Y7D5MXRU2839 DUNS# 080431574 Federal Tax ID: 81-3911287 Business Size: Small Business Date: 5/14/2025, 5:00 PM Phone: 571 707-4130 Fax: 571-291-4119 Email: sales@vertosoft.com Vertosoft Contact: Carly Moore Phone: (540) 998-8361 Email: carly.moore@vertosoft.com Vertosoft Quote for OpenGov - City of Grapevine, TX Quote #: Q-11906 Expires On: 6/30/2025 Ship To City of Grapevine, TX Erica Marohnic 817-410-3155 earohnic@grapevinetexas.gov Contract: TX-DIR: DIR-CPO-5327 Quote For: Name: Erica Marohnic Company: City of Grapevine, TX Email: earohnic@grapevinetexas.gov Phone: 817-410-3155 PAYMENT TERMS I DELIVERY METHOD I PAYMENT METHOD I VERTOSOFT CUST ID I SUPPLIER REF # Net 30 Electronic Check/ACH/Credit Card Term 1 PART # DESCRIPTION START END QTY UNIT EXTENDED DATE DATE PRICE OPGV-GWCS- Accounting & Finance Export - Between $150-200 1/1/2021 1/30/2025 1.00 $197.12 $197.12 B15020OM-RR-IY Million - lY OPGV-GVCS- Autofill Interface - Between $150-200 Million - lY 9/1/2025 9/30/2025 1.00 $98.59 $98.59 B 15020OM-RR- lY OPGV-GZCS- Bluebeam Integration - Between $150-200 Million - 9/1/2025 9/30/2025 1.00 $197.12 $197.12 B15020OM-RR-IY lY OPGV-GUCS- Contractor License Verification - Between $150-200 9/l/2025 9/30/2025 1.00 $156.44 $156.44 B15020OM-RR-IY Million - lY OPGV-GBDS- Document Management Interface - Between $150- 9/l/2025 9/30/2025 1.00 $234.66 $234.66 B15020OM-RR-IY 200 Million - lY Page 1 of 3 PART # DESCRIPTION START END QTY UNIT EXTENDED DATE DATE PRICE OPGV-GTCS- Esri ArcGIS Integration - Between $150-200 Million 9/l/2025 9/30/2025 1.00 $98.59 $98.59 B150200M-RR-IY - lY OPGV-GYCS- Flag Integration - Between $150-200 Million - lY 9/1/2025 9/30/2025 1.00 $98.59 $98.59 B 150200M-RR- lY OPGV-GQCS- Master Address Table or Assessor System Integration 9/l/2025 9/30/2025 1.00 $197.12 $197.12 B150200M-RR-IY - Between $150-200 Million - IY OPGV-HAIO- Permitting and Licensing - Community Development 9/l/2025 9/30/2025 1.00 $4,240.98 $4,240.98 B150200M-RR-IY Without Fire - Between $150-200 Million - IY OPGV-HALG- Custom Professional Services Deployment - Prepaid - 331.00 $240.00 $79,440.00 B 150200M-NR-OY Between $150-200 Million - OY Term 1 TOTAL: $84,959.21 Term 2 PART # DESCRIPTION START END QTY UNIT EXTENDED DATE DATE PRICE OPGV-GWCS- Accounting & Finance Export - Between $150-200 10/1/2025 9/10/2026 1.00 $2,365.44 $2,365.44 B150200M-RR-IY Million - IY OPGV-GVCS- Autofill Interface - Between $150-200 Million - lY 111112025 9/30/2026 1.00 $1,183.05 $1,183.05 B 150200M-RR- lY OPGV-GZCS- Bluebeam Integration - Between $150-200 Million - 10/1/2025 9/30/2026 1.00 $2,365.44 $2,365.44 B150200M-RR-IY lY OPGV-GUCS- Contractor License Verification - Between $150-200 10/1/2025 9/30/2026 1.00 $1,877.27 $1,877.27 B150200M-RR-IY Million - I OPGV-GBDS- Document Management Interface - Between $150- 10/1/2025 9/30/2026 1.00 $2,815.91 $2,815.91 B150200M-RR-IY 200 Million - IY OPGV-GTCS- Esri ArcGIS Integration - Between $150-200 Million 10/1/2025 9/30/2026 1.00 $1,183.05 $1,183.05 B150200M-RR-IY - lY OPGV-GYCS- Flag Integration - Between $150-200 Million - IY 10/1/2025 9/30/2026 1.00 $1,183.05 $1,183.05 B 150200M-RR- lY OPGV-GQCS- Master Address Table or Assessor System Integration 10/1/2025 9/30/2026 1.00 $2,365.44 $2,365.44 B150200M-RR-IY - Between $150-200 Million - IY OPGV-HAIO- Permitting and Licensing - Community Development 10/1/2025 9/30/2026 1.00 $50,891.77 $50,891.77 B150200M-RR-IY Without Fire - Between $150-200 Million - IY Term 2 TOTAL: $66,230.42 Term 3 PART # DESCRIPTION START END QTY UNIT EXTENDED DATE DATE PRICE OPGV-GWCS- Accounting & Finance Export - Between $150-200 10/1/2026 9/30/2027 1.00 $2,483.71 $2,483.71 B150200M-RR-IY Million - IY Page 2 of 3 PART # DESCRIPTION START END QTY DATE DATE OPGV-GVCS- Autofill Interface - Between $150-200 Million - lY 10/1/2021 9/30/2027 1.00 B 15020OM-RR- IY OPGV-GZCS- Bluebeam Integration - Between $150-200 Million - 10/1/2021 9/30/2027 1.00 B15020OM-RR-IY lY OPGV-GUCS- Contractor License Verification - Between $150-200 10/1/2026 9/30/2027 1.00 B15020OM-RR-IY Million - lY OPGV-GBDS- Document Management Interface - Between $150- 10/1/2026 9/30/2027 1.00 B15020OM-RR-IY 200 Million - I OPGV-GTCS- Esri ArcGIS Integration - Between $150-200 Million 10/1/2026 9/30/2027 1.00 B15020OM-RR-IY - lY OPGV-GYCS- Flag Integration - Between $150-200 Million - lY 10/l/2026 1/30/2027 1.00 B 15020OM-RR- lY OPGV-GQCS- Master Address Table or Assessor System Integration 10/l/2026 9/30/2027 1.00 B15020OM-RR-IY - Between $150-200 Million - lY OPGV-HAIO- Permitting and Licensing - Community Development 10/l/2026 9/30/2027 1.00 B15020OM-RR-IY Without Fire - Between $150-200 Million - lY Quote Terms UNIT EXTENDED PRICE $1,242.20 $1,242.20 $2,483.71 $2,483.71 $1,971.14 $1,971.14 $2,956.70 $2,956.70 $1,242.20 $1,242.20 $1,242.20 $1,242.20 $2,483.71 $2,483.71 $53,436.34 $53,436.34 Term 3 TOTAL: $69,541.91 TOTAL: $220,731.54 1 By purchasing the products and services described in this order form, the Customer is expressly agreeing to the End User Agreement published at https://www.vertosoft.com/terms-and-conditions-opengov Taxes: Sales tax shall be added at the time of an invoice, unless a copy of a valid tax exemption or resale certificate is provided. Credit Card Orders: Additional fees may apply if paying by credit card. All Purchase Orders must include: End User Name, Phone Number, Email Address, Purchase Order Number, Government Contract Number or Our Quote Number, Bill -To and Ship -To Address (Cannot ship to a PO Box), Period of Performance (if applicable), and a Signature of a duly Authorized Representative. Page 3 of 3