AgdaPkt 2002-01-28 - Laserfiche WebLink

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selecting a vendor, negotiating an agreement, and implementing the system. A permitting system group was established with city staff representing Revenue Services, IT, Fire, Planning, Engineering, Counter Services, Plan Review, Inspection, and Code Enforcement (all potentially affected functions). A Request for Qualifications and subsequent Request for Proposals were sent to prospective vendors. The group conducted interviews, witnessed software demonstrations, and visited neighboring jurisdictions to observe the permitting systems in use. From nine vendors, CRW was selected for the permitting system based upon having the most complete response to the City's needs, ease of system operation, best response from references, and lowest cost over a five-year pedod. The proposed system provides the features essential to Redwood City's business needs (see attached Permitting System Features). The attached Agreement has been negotiated, is based on deliverables, and is considered fair. The project schedule indicates a 'kick-off' meeting on 2/11/02 and system implementation by July 2002. Alternatives 1. Continue with current permitting and business license systems. 2. Sign Agreement with CRW, but delete business license module and/or IVR ($6,500 and $48,000 savings, respectively). 3. Negotiate an Agreement with another vendor. Fiscal Impact The permitting system hardware, software, and services cost $284,650. In 1998, the Council established a ClP fund of $176,000 for a permit system upgrade. We spent $7,935 on consulting services in the failed attempt to negotiate a favorable agreement with the BASP-selectad permit system vendor. We have encumbered $86,750 for the consultant authorized by Council on 6/11/01. There is a balance of $81,305 in the Building System Upgrade Fund. A $203,345 new appropriation is needed in order to fund the new system. It is recommended that the $203,345 be transferred from another CIP project budget (263-70015), the Roosevelt Avenue Reconstruction Project, which has a surplus of funds. Future annual software maintenance costs are $18,500/year in 2003 and 2004 and $23,000/year in 2005 and 2006, which will be included in the future operating budget (see attached Permitting System Costs). The necessary IT support has already been authorized and staffed under the current budget. The Council has determined that the permitting system costs should be funded by permit fees and has adjusted fees in anticipation of pumhasing and maintaining the proposed system. A periodic review should be conducted to ensure that permit fees continue to pay for the system costs. ,~hn La'~ffa~' I~ruce Liedstrand ~.d E~rett /Building & Inspection Manager Community Development Director City Manager Affachments 1. Permitting System Costs 2. Permitting System Features 3. Agreement for Professional Services and Software License (CRW System, INC, d.b.a. CRW Associates)