AgdaPkt 2002-01-28 - Laserfiche WebLink

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lO.A- I To Honombl M yor Council From January 28, 2002 Subject Permitting System Software and Hardware Purchase Recommendation 1. Approve the transfer of $203,345 in the ClP budget from 263-70015 Gas Tax Construction Fund to 357-72424 Building Permit System Upgrade. 2. Authorize the City Manager to execute the Agreement for Professional Services and Software License (CRW System, Inc, d.b.a. CRW Associates) and to purchase the required system hardware. Background Redwood City developed a Building & Inspection computer permitting system in 1986. This system has served us well, but has not progressed with the available technology nor does it include tracking and permitting for Planning, Fire, Engineering, and Code Enforcement. Problems with the present system include: · Excessive staff cost to maintain Staff frustration due to program glitches · Unexpected problems occur every time a corrective change is made · Is not a complete tracking and permitting system (lacks Planning, Fire, Engineering, and some Code Enforcement and Business License functions) · On-line permitting not available · Remote access by customers and field inspectors through intemet and interactive voice response system not available · Flexible reporting, charts, and graphing not available Newer technologies are now available that connect customers and field inspectors to the permit~ng system from remote locations via the intemet and interactive voice response (IVR), allow for permit issuance and fee collection over the intemet, are easier to use and revise, provide flexible management reporting, and are less costly to maintain. The City Council adjusted building permit fees on 8/26/96 in order to fund approximately $300,000 for a new permitting system. The Council authorized the hiring of an IT Analyst (funded by the elimination of a 0.6FTE position, an agreement with SBSA, and permit fees) and established $176,000 for a permitting system upgrade on 1126198. Dudng this time, Redwood City was involved in an effort to standardize building codes, interpretations, and procedures such as permit forms and computer systems. Redwood City initially led an effort to standardize re-roofing procedures and develop standard regional permit forms for re-roofing and building permits. This resulted in Redwood City joining with nine other jurisdictions to form the Bay Area Smart Permit group (BASP). The BASP group developed additional standard procedures and permit forms, reviewed permit system proposals, and selected a permit system vendor. Redwood City, like several BASP members, was unwilling to sign the "time and material' based vendor agreement for the selected permitting system. Even though we were not successful in implementing a new permitting system, we learned the importance of obtaining consulting advice from industry professionals at the start of a project and that the preferred agreement should be based upon 'deliverables".