AgdaPkt 2010-04-12 - Laserfiche WebLink

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6.1E Page 1 REPORT To the Honorable Mayor and City Council From the Ci Mana er April 12, 2010 SUBJECT Professional Services Agreement for Permit Tracking Software RECOMMENDATION Approve, by motion, a professional services agreement with CRW Systems, Inc. of San Diego in a not-to-exceed amount of $100,000.00 to upgrade "TRAKiT" to "TRAKiT.NET", provide related services, and maintenance and technical support for five years. BACKGROUND In January of 2002, Council approved an agreement with CRW Systems, Inc. for the "TRAKiT" software system which is currently used to issue and track building, planning, and construction permits. The system has well served the city's needs and staff remains satisfied with CRW's product and support. CRW's permit tracking software is used by many other Bay Area jurisdictions. CRW is the only source of updates and services for the "TRAKiT" system. In response to customer requests, staff desires to expand on-line services related to permitting, inspection requests, and project tracking. An upgrade available from CRW, "TRAKiT.NET", allows for on-line permitting and other improved operating features. Annual maintenance and technical support fees for the CRW system have increased from $12,500 in 2002 to $18,000 in 2010 and are expected to increase as provided for in the existing agreement executed in 2002. As part of the proposed upgrade purchase, staff renegotiated the cost of maintenance and technical support with CRW. The proposed agreement provides for the ".NET" upgrade and stabilizes annual maintenance and technical support fees for the next five years. The cost for the software upgrade, training, data conversion, and technical support is $19,500. The cost of maintenance and technical support for five years totals $100,000.00. CRW will discount the grand total of $119,500.00 to $100,000.00 if payment is received in full at this time. Please see proposed agreement and description of services attached. AL TERNA TIVES 1. Council may choose not to implement the ".NET" upgrade. The city will not be able to expand on-line permitting, inspection requests, and project tracking services. Staff does not recommend this alternative as increased on-line services are expected by city customers. 2. Council may choose to pay the annual maintenance and technical support fee each year rather than as a lump sum. Staff does not recommend this alternative. The proposed agreement establishes annual fees for five years, offers a discount, and provides an opportunity for budget savings for the next five years.