AgdaPkt 2021.02.22 Joint SA PFA - Laserfiche WebLink

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6.H. - Page 2 of 29 system. Since the current version of TRAKiT will no longer be supported effective March 1, 2021, staff recommends upgrading to CentralSquare's newest version of its permitting software. The new version is web -based and provides numerous improvements, including online permit submittal capabilities for basic permits such as residential water heater installations and furnace replacements. Additionally, staff recommends obtaining new software maintenance services from CentralSquare. The maintenance enables the City to receive automatic updates to the software and it allows staff to seek technical assistance when needed. The agreement includes professional services for upgrading to the newest version of the permitting software, as well as ongoing maintenance and technical support. The initial term of the agreement is three years following the execution date, with automatic renewal for an additional one-year term, unless terminated by the City or CentralSquare at least six months prior to the expiration date of the initial 3- yearterm. FISCAL IMPACT The total not -to -exceed amount of the agreement is $370,000, which includes a 7% contingency for potential system upgrades. The initial fee for CentralSquare professional services to implement the permit system upgrade is $81,720, which is budgeted in the GIS/CAD Program budget. Funding for the combined annual maintenance fee of $208,280 for the initial three-year term and $80,000 for the optional one-year renewal has been identified, and a budget appropriation request shall be included during the year end budget amendments. The annual maintenance fees shall be paid by the CDT Building Division budget and will be fully offset by projected building permit revenue for FY 2020-21. The projected building permit revenue surplus for FY 2020-21 is $300,000, which covers the $208,280 for the initial 3 -year term and the $80,000 for the optional one-year renewal. The total cost of the professional services to perform the permit system upgrade and the annual software maintenance is as follows: Professional Services / Annual Maintenance Fee Amount Upgrade Implementation Fee $81,720 First Year $65,000 Second Year $69,000 Third Year $74,280 Fourth Year (optional) $80,000 Total $370,000 Page 2 of 3 City of Redwood City 1017 Middlefield Road, Redwood City, CA. 94063 Tel: 650-780-7000 www.redwoodcity.ore 371