CC SR 20150901 K - Permitting and Planning System Request for ProposalCITY OFRAf ICHO PALOS VERDES
MEMORANDUM
TO: HONORABLE MAYOR & CI NCIL MEMBERS
FROM: DAN LANDON, IT MANAGER
DATE: SEPTEMBER 1, 2015
SUBJECT: PERMITTING AND PLANNING SYSTEM REQUEST FOR
PROPOSALS
REVIEWED: DOUG WILLMORE, CITY MANAGER AAA/
CAROLYNN PETRO, DEPUTY CITY MANAGE
RECOMMENDATION
Receive and File. Status update on the release of a Request for Proposal (RFP) to solicit
proposals to upgrade the City's Permitting, Planning, Code Enforcement and Business
License System.
FISCAL IMPACT
It is expected that the cost of the new system software and implementation will be
approximately $250,000. Funds were appropriated previously by City Council as a part of
the Computer Replacement Fund, and carried over to FY2015-16. The annual licensing
cost is expected to be approximately $35,000, and will be submitted to City Council for
approval in annual budgets.
Budgeted Amount: $ 285,000 Requested with continuing appropriations on
9/15/2015.
If the City Council approves Continuing Appropriations on 9/15, there will be no fiscal
impact.
BACKGROUND
The Community Development Department currently processes and tracks permitting
activities using a legacy business system known as "Tidemark". Originally implemented in
2001, Accela Automation purchased Tidemark shortly after and has ended the system's life
cycle, discontinuing upgrades and new features. As new functionality will not be available
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in Tidemark, the City is required to migrate to a new system in order to provide more
convenient functionality with online capabilities for the public, a more comprehensive and
integrated processing system to increase staff efficiency and to enable integration with
other data stores and processing system.
As noted in assessments including Management Partners in 2008, Nexlevel in 2011 and
Matrix in 2012, the City would benefit by an upgrade in enterprise business systems to
allow for improved public service, staff productivity and efficiencies, and to enhance
information available for management decisions and reporting. The release of this RFP will
allow the City to preview the functionality and cost of systems in the marketplace in order to
select the most appropriate system for the City's needs.
DISCUSSION
In 2011, as part of the review process for the financial system upgrade, Staff reviewed
several land management systems available in the marketplace. This previous review
provided Staff with considerable insight in order to create a comprehensive list of features
desired in a new system. This feature list will be detailed in the RFP's Scope of Work, and
is summarized in the list of new functionality in the attached Exhibit "A".
At the core of a new upgrade is the integration of the central GIS data store. This
integration allows Staff, and permit and project applicants, to visualize information such as
parcel boundaries, structure size, zoning and other requirements on a map from land
based data maintained in one "master" data store. Leveraging this information in business
systems provides a powerful rationale for selecting a system that is "GIS Centric".
Modern business systems leverage the internet to make interacting with the City easier and
more convenient by allowing residents and contractors to view statuses, and to apply and
pay for permitting, code enforcement and business licenses activities on the web. In
addition, an internet portal can be established that enhances transparency by allowing the
public to view permitting and planning activities around the City.
Finally, new systems include functionality that help increase staff efficiencies such as
electronic plan check, workflow routing, mobile inspection apps, and features designed to
increase communication across the organization. Customer service is improved because
Staff is able to view activities from across the organization, and to inform the public at
which stage in the process their work is in without transferring them to speak in person with
Staff in other departments.
As the specific system requirements are already known, the release of an RFP for public
bid is expected to occur in September 2015, followed by a comprehensive review process
and a final proposal presented to City Council for approval in November 2015. The
implementation will be more clearly known after proposals are received, but is likely to take
approximately nine (9) months with a go -live date expected in the Fall of 2016.
CONCLUSION
Improving the City's business systems are a critical factor in improving the way the City
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services the public. Technology enables online services delivery that make dealing with
the City easier and more convenient, enhances staff efficiency and their ability to view
project statuses, and to provide superior customer service. The integration of business
systems with the City's central GIS data store allows users to take advantage of the
mapping capabilities of GIS, and to maintain land based data in a single authoritative data
repository able to be used by other systems throughout the City.
Attachments:
Exhibit A— Permit, Planning, Code Enforcement and Business License Features Overview
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Exhibit A
Permit, Planning, Code Enforcement and Business License System
Features Overview
GIS integration to allow for viewing of land restrictions, zoning, land features, owner
information and other previous and current work done on or near a parcel.
Internet portal to enhance access and ease of communicating with the City for the public
and contractors. Functionality to pay permitting fees, code enforcement fines and
business license renewals online, and ability for residents to view project or case status
online. Ability for contractors to create accounts online to request and view inspection
results.
Integrated cashiering to simplify the payment of fees for the public, staff efficiency and
increased control and reporting.
Workflow integration to notify staff of upcoming deadlines or when work has been
assigned. Integration across departments, and a single interface for staff to view project
activities in order to better serve the public.
California Regulatory Systems integration to allow for seamless application of
California Building Code standards on permits and work notices. Integration of the
California Contractor Board database to automatically check for contractor license status.
Mobile functionality to allow building inspectors and code enforcement officers to view
and update the status of cases, directly attach pictures and print notices real time, in the
field.
Business licensing integration with the permitting process for contractors, ability to
create batch invoices, including late notices, as well as tracking and reporting of business
license statistics.
Electronic Plan Review process to allow for the submittal of plans electronically, either
over the counter or through an internet portal. Capability for subsequent plan reviews to
be uploaded and downloaded from an integrated online portal and the ability to review
changes electronically.
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