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HomeMy WebLinkAboutReg 2003-11-03 Item 6A - Contract - VoicePermits Interactive Voice Response (IVR) Base System with Selectron Technologies for $34,900ITEM INFORMATION CAS Number: 03-136 I Original Agenda Date 10 -27 -03 Agenda Item Title: Inter- active Voice Response Upgrade to Permits Plus Original Sponsor: Council Admin. X Timeline: Sponsor's Summary: Permits Plus is the City's automated development permit management system. This proposed upgrade will allow permit holders to schedule or cancel inspections, obtain inspection results, and communicate via voice message with a building inspector 24 hours a day, 365 days a year. Recommendations: Sponsor: Approve contract. Committee: Approve contract. Administration: Approve contract. Cost Impact (if known): $34,900 Fund Source (if known): Permit Center 2003 budget (general fund) a �uY9sx Meeting Date 10 -27 -03 COMYOF_ COUNCIL ACTION Action Discussed at COW; forwarded to 11/03/03 Reg. Mtg. for final action. APPENDICES Attachments Memo from Steve Lancaster, dated October 22, 2003 CAP Minutes, October 14, 2003 Proposed Professional Services Agreement with Selectron Technologies, Inc. Memo from S. Lancaster dated 10/22/03; CAP minutes dated 10/14/03 *SEE 10127/03 packet for contract* Meeting Date 10 -27 -03 it 11/03/03 COUNCIL AGENDA SYNOPSIS Initials 1 Meeting Date 1 PreparedbH 1 Mayor's review 1 Council review I 10 -27 -03 1 SLV4') 1 m I C e_ I Ir -a3 -63 I I A_. I C. I 1 1 I 1 1 I ITEM Na TO: Committee of the Whole WY FROM: Steve Lancaste 1 SUBJECT: Inter- active Voice Response upgrade to Permits Plus DATE: October 22, 2003 BACKGROUND Permits Plus is the automated development permit management and tracking system we have been using for several years. We have implemented several upgrades to the system in recent years to improve customer service and efficiency. For 2003 we budgeted sufficient funds to implement an Inter- active Voice Response upgrade to the system. This will allow our customers, contractors and homeowners to schedule inspections, obtain inspection results or cancel inspection by telephone 24 hours a day, 365 days a year. Persons wishing to schedule appointments by speaking with a Department representative directly will still be able to do so during normal business hours. The cost of the upgrade is $34,900. City Council authorization for the Mayor to execute the attached agreement will allow us to complete this upgrade within the next few months. COMMITTEE REVIEW CITY OF TUKWILA INTER OFFICE MEMO The proposed contract was reviewed by the Community Affairs and Parks Committee at its October 14 meeting. The Committee has forwarded the proposed contract to the COW (meeting minutes attached). REQUEST We are requesting that the COW forward the proposed agreement on the next regular meeting of the City Council for approval. \TUK2 \VOL3\HOME \STEVE- L\ STEVE\DEPTMGMT\PERMITS\IVR COW 031022.doc Page 1 of 1 Community and Parks Committee October 14, 2003 Present: Joan Hernandez, Chair; Jim Haggerton, Joe Duffle Keith Haines, Evie Boykan, Mike Sweeney, Bruce Fletcher, Rhonda Berry, Lucy Lauterbach, Curt Treadwell 1. Regional Affordable Housing The State passed legislation in the last Session that allocates new funding for affordable housing from a small surcharge on any property transactions. An interlocal with its agreement for spending funds is needed to adhere to the legislation which states that the funds are to be administered "according to an interlocal agreement between the county and the cities within the county". 40% of the funds will be allocated to the State, and Counties cities) will get 60 In King County there will be three sub regions: South King, Seattle, and North/East King County. Another goal of the legislation is that both existing and future needs for affordable housing be addressed. Acquisition, rehabilitation and new construction are the highest priority, then transitional housing operations and maintenance, and then funds for emergency shelters. The process will use County administration so the overhead costs will be low. Tukwila already participates on the HOME Working Group, which will be used to recommend funding projects to the Joint Recommendations Committee. A member from Seattle will be added to the HOME group, since they are not currently represented there. The funds will be used to help house people who are at or below the 50% of median income. Need shall be determined by the 2000 census of people paying over 30% of their income for housing. Planning to meet future affordable housing needs will also need to be included in the funding. Recommend interlocal agreement to Regular Meeting. 2. Contract with Charles River Associates Dan Brand who works for Charles River Associates is one of the foremost experts in the country about transit ridership issues. He has worked on the City's behalf on Sound Transit issues about parking on S. 154` /TIB. A new contract for his work is $25,000 to help peer review Sound Transit's proposals about parking that are based on their ridership forecasts. Recommend contract to COW. 3. Interactive Voice Response Telephones Permit staff has been using an automated computer program called Permits Plus to track permits. This year's budget included funding to upgrade to a voice response telephone program whereby contractors or people doing permit work can call the system at any time to request an inspection, cancel inspection requests, and hear the results of inspections. The committee wanted to be sure people didn't have to use the system if they preferred to talk to a person, which Steve said they could do. Steve thought it would make customers happy, as well as be easier on staff. Recommend agreement for system to COW. 4. Foster Golf Course Work In April the City let a contract for work on the golf course to be done in conjunction with the clubhouse work. Holes 1, 2, 8, and 9 and the teaching and practice greens were all improved, and the grass is starting to grow on all of them. Mike said the project was completed within budget, though there were five change orders. The change orders had mostly to do with irrigation and soils condition, and some were related to the dirt left over from the clubhouse that the contract had to find a new use for because it came later than originally expected. The final contract price was $354, 660.80. Recommend acceptance of Golf Course proiect as complete to consent agenda of a Regular Meeting.