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HomeMy WebLinkAboutCOW 2012-08-27 Item 3B - Discussion - Permit Tracking System ReplacementCo LJINCJL AGENDA SYNOPSIS Ini LlaiIi Meeting L a,le Prepared by M... r'.i review Coi ncil inilaw 11/14/11 NG IA m ,t,f0,1 Mtn Dari 5/4/n1 - 0E1/271/12 NG ❑ J3411)11' Flaarihs MLg Llmii �%Yltf 091/04/12 NG SrCN°CII ❑ Coma] ❑ Mujor ❑ HR ❑ FiAlanai ❑ Fin ❑ 117 ❑ P&R ❑ Police ❑ PIM /1 DCD SFC NSCF's llhe scftwlare prcgram used 110 track City permits is being phased out by the vendor. AIrI SUMMAIZY interdepartmental committee has made a recc n merldation kr its replaciement. This is an oppertunit'l tic significantly imprcue service to the public. The 2012 budget allcws for starting Ilhe contracting and migration process will' implementatlic n and additic nal costs expected in 20313. A ted nc lc gy fee cot, Id cc ver IIF e capital cost oil the system. An interlocal purchasing agreement with eCitypcv Alliance will allow us to take advanllage cf grcu p discounts. REN1EWF E BY ❑ COW Mtg. ❑ LItiities Cmte DAI EI: 10/24)11, /1 ITEM INRORIMATIC N ITEM No. ITP I IIF SIIC NSC R: NO RA GIHRIIOFF OI11C 1NAL AC EN DA Df Tli: 111) 14 / 11 A GENWI ITEM TII1E=� Permit Tracking Slystem Replacement to 8/271/1 I IA m ,t,f0,1 Mtn Dari 5/4/n1 11Eso Iiiion Mg Elam ❑ Or6inatIce MIM E ate ❑ .1idA2vcrd Mtn Dalki ❑ J3411)11' Flaarihs MLg Llmii ❑ Ccliler Mtg Daiki CATFGC RY -1 Di.laission M4 LL SrCN°CII ❑ Coma] ❑ Mujor ❑ HR ❑ FiAlanai ❑ Fin ❑ 117 ❑ P&R ❑ Police ❑ PIM /1 DCD SFC NSCF's llhe scftwlare prcgram used 110 track City permits is being phased out by the vendor. AIrI SUMMAIZY interdepartmental committee has made a recc n merldation kr its replaciement. This is an oppertunit'l tic significantly imprcue service to the public. The 2012 budget allcws for starting Ilhe contracting and migration process will' implementatlic n and additic nal costs expected in 20313. A ted nc lc gy fee cot, Id cc ver IIF e capital cost oil the system. An interlocal purchasing agreement with eCitypcv Alliance will allow us to take advanllage cf grcu p discounts. REN1EWF E BY ❑ COW Mtg. ❑ LItiities Cmte DAI EI: 10/24)11, /1 (MAP &IP Cmte ❑ F&IS C mte ❑ TransporiI ation C m to ❑ Parlds Ccimm. ❑ Planning Comm. C CIMMITTEIE CHAIR: SIMI], II C UE AMY ❑ Arils Ccimmi. 8/121)312 RDCOMM FINDAT IONS: SI=ci ;IC R/AL1N CC MNIITFEE IN. Department cfCommunity Cevelopment Unanimous Approval; Fc rward to Cc mmitlee of the Whole COSH IMPACT'/ BUND SOURCE EXPEN DIITURE RGcIUIRFIl A MOUNT BUDGB1IBD APHROIIRIA lION RIIQUIRED $175,000 2012 $150,000 2013 $0 $150,000 in 2013 Auric Sourua: C onsrnie nts: Costly a re ap proxima te, a technology fee could pay teal Ole in vestlme nt oven time MTG. DATE RECORD OR COUNCIL ACTION 111/ 14 )111 Approved the budget amendment 8/27/12 MTG. DATE ATTIAC HMENTS 111/14/111 ]nfkirmational Memorandum dated 10) 314/111 with attachments Minutes flrcml the Community! Affairs and Parks Cc mmitlee meeting ail 10/24/111 81/ 27)12 Jn1k rmational Memorandum dated 8)7/112 with attachments Minutes flrc mI the Community Affairs and Parks Cc mmitlee meeting 011 8/ 13/ 12 Additic nal module ink rmatic n as requested by Comm nityj Affairs and Parks Cc mmitlee. 9/4) 312 22 City of Tukwila Jim Hag gen or , Mayor INFORMATIONAL MEMORANDUM 110: Mayon Haggertor Community Affairs and Parks Commitleci FROM: .. ack Pace, DC D Clinector E31t : Nara Cliarloff, Deputy DCD Director Brenda Hc It, Penn" it C oc rdinallor DA11EI: August 7, 2(112 ELELBC11: Fieirmi1111racking Slyslam ReiplacemeritReicammeindations ISSUE 11h a inlerdepartn ental corr rr ittee ilorimed la nesearcrl- issues and options for neplacerr ent till 1 h ei software Klrcrgran L sec to 1 hack C ily penmits has recon rr ended 1 he C RV\ prodL at lirakit. 111- e charge will req ire a significant ent all financial arc personnel resources. BACIKGROUND The C i1y's cunnert perrr i1 tracking sy sterr is Perm its Plus by Accela. sec this sy sterr since 1992 en i1 slartec as a DOS-based system). It is used by BI ilding, Planning, RL blicr Works, C ode E Infcrrcreirr eiril and Rental HoL sing. Rire ernlerrs th ein re% iews cif deNdeloprr ent and land 1. se perm its in Rear its Rlus t u1 uses a separates system fcir issuing their own permits. Some enhancements II- al we have rade since then include an autorr ailed inspection request line and autorr ailed (tack of permit status, inspection nese Its, and flees via err ail. Accela has developed a web based perrr it tracking :rysterr coiled Accreta PILtomatiori aric is focusing its efforts on enh ancerr enls la that program rather 11- an cin Renmits Ake. We e) peat that sl, pport for Renmits Pike will t er sir aced out oven 1 h e ser» 1 flew yearns. Ancil hen issue is 11- at annual rr airtenarce fees ilcnr Perrr i11s Plus 1 ave t een sieac ily increasing t y 10% a year fon a cunrert annr, al fee of 1145,C100 and yet we receive poor teal rical sc pport. 111- erre is no discroL ni for er) ist irg aL stomers to upgnac El to Plciciela Autorr all ion and 1 h ey ane ore of 1 he n os11 expersi%a systems sa war decided la e)Fllore other altennaiNes. 11� N wile form ed an inlerrc epartrr ante' crcrmmitlere in Manch of 2CI11 to identify C ily-wk e permitting neat s, heap vendcin pnesertatiors, fisc 01.1 rr erre at out why oth er jurisdicrtiors have chosen 1h eir vendors anc neacih corsera s ori a recur rrerc allion to Coy nail. A cicrre grrcu p all representatives from ❑C ❑, IT, Public Works, Fine, Finance, and the C i11y Clerk have regularly atiendec ANALYSIIS Neec s Analysis 11[ e C orr rrittee started by is entifying i1 er Fleurmitting needs and existing systems t eing usec by different c erpartrr arils of the ciily. ❑C ❑ dem arisirated how Hermits Rlus is currently i sed. The Finance Department cerr arisinated Tyler (Eder) and how it is teing used far bLsiress licenses. 23 INFC RIVAl1ICNAL MBMC FIagc 2 Fine department gave a c emonstralion call Fire RMS syslerr. lWeirei is sorr e c ala that is kering inpL 1 into 11- El system that may be L sok I for a Term iiting sy stem sL at as occupancy 1y plc. Also, 11 will ke I•elpful 11a I• a% El a corr rron ac dress calatase as fire cepartrrEmil has done CIS geocoding of the addresses. I-owever it El Hire RMS systerr cid poll appear io have a GIS comporieni or integnation will- Eden. Also, it was not clear i1111f• e syslerr was capat le call calculating cicim tilex perm it fees. There was only one city (plan Maleci; 11- a1 is currently using it system filar permitting o11 er than event reporting. Rem. est fcir Proposals N ext the Comm itiee deck ed 1c1 learn w1- al we could frorr the e) periences of cihe n cities as they rr ade l l- eir perm ii system choiaes. Lynnwood issued a Reqs est lion Flroposal (RFR; for permitting softwane in April 20CI€ aric selectee the BrierGov program. AI gncL p oil six ciil ies 11Bot1- ell, IssaqL ah, Kirklanc , Redmonc , Renton and Marr rr arr ist joinec icgel her L nden 1l- e eClilly Gov Alliance frarr eworN to issL e a joint RFH for perrr it software systems in N oven ber ;1009. David Lem enager frorr Renton explained the %aryl thoroL gf selection process and how II- ey l- ac cicinc uclec in -c epth c err onsi rat ions anc c L e c iligence research with seNein eric ors. ill- a Corr mittee ccnaluded that the RFR had req ired all of the inform alion ikL Nwila woulc need io rr ake our c eciision. a Allianae designed 1t El RFP to allow other cities to join i1 later arid receive 11- a same terms as 111- ey 1- ac negotiated with the venders. Rrieing, including the negaliaied gnoi, p disecL ml, is guananieeid fon 11- cele years frorr 11I e first e)ec.led contract in 20' O. lit El Cam mitllee c ecided tt a1 joining the e) isiirig RFP would be fasten, mane efficient aric less costly than issuing our ciwri RFR. ReIa1 N a Costs Of the cities who participated in 1I e eiCity Gov process 1IL Nwila is rr osi sin Ilan ilei Samrr arr ish with ;10 sin L ItaneoL s sy stem L sers aric Bothell wilt 30. While Tukwila will choose different options 1I an 1l- El cines specilliec in the vendor price est irr ales 111- e k ids are L seful for c elerm ining relative costs between venders. The bic s in order of decineasing cosi were: Iriilcir - Hansen Autorr aiion - Acaela EnenGo% Gm Rartner llrakit - CIRW 5 ystems ily leer — Eden e Carr mittee eliminaiec Hansen and Alacela from aonsic eralion because tf ein bids were over ll- ree limes ll- El cost ail each of the 11- neer Iciwesl priced vendcirs. They also have higl cirigoirig n aintenance costs. BrierGa% was 11-ElmiC-Klriced quote and lIhe of the Alliance aiiies chose 111 is veric or as tt e best rraici1- for their neat s. However after' wate1- ing 1Ie earlier adapting ciiliei sitrLggle with irr plerrerlation issl es San- n arr iiI recieritly signet a contract with CIRV\ 111- al was 15% less expensive than 111- a cicriinaat they had negcliaied with BrierGeA. After a 111- roe year mignaiicin process Lynnwood werl live with BrierGov in 20' ' but itey are :dill I aving sigriiilicanil issues. El conserm s of 11- El eClityGci% grcL p was 1I all Go, Rartner did not I ave 1he ft 11 fL nciionalily 11 -EI), needed. 24 INRORMATICNAL MEMO Page J Software' ❑e'monsinalic'ris llr e Tukwila Committee tr en meal with IssagLal- to leann why lreiy chose CRW irisleac of EnenCov. thein BL ildirig Ofiliciial said el- ai it meets their nee( s well ion hall tree crost ail BrierGci%. 111.e Committee members there visited Mercier Island who has used CRW for a nL mt eir of years arc also afters crrilinei pe'rmilting. llhe committee also mei with Slammamisl- aric Sleallac. SeaTac went li\ e' witf CIRW in Apnil ;1012 and was genenally pleased with 1 r ei speed ail V r e pnocress and CRW's technicial sL pport. In adc iiion Marysville, Mill Clneeik, AL bunn, Maple \, alley and Everett also Lee CRW's Trakii. A CRW business repneserilative came to 11L kwila last AugL st and again this ,L ly to give a detailed presentation ataL1 11-e Klrcrgram's oapabiliiieis to the Committee. Si aft mac e a site isit to F L y allup to sees Ty ler and splcrk El wit l- sl aft from Barney Lake who also use i l- al system. While they were satisfied with ill- a Klrcrgrarr it seem ed io req ire a Icii of wcmk- anoL rids io meet their needs. Pt lhiist i1 appeared that cir oosing lly ler wog Id rr ake ion an easier integration will- oL r Eden financrial system ti.1 aften talking with oil-e'r cities any of the permit systems clan interims will- le Edeiri dal at ase. CRW l- as developed an Ec en integnaticiri-balcil- script that e) ports ill- e needed financial informal iciri tire a nightly t osis. IssaqL ah is a recent examples al integration between CRW permitting and Ederi finariciial programs. Vendcir Cl -trice Based ori II- e matenial in the eCilyGci% Alliance RFP and 11-e adc itional neseancrl- performed by the llL kwila Comm Mee ll- a stafil recommendation is 10 pursue a aontracil with CRW fern el- a llrakit pnoc L ci . Costs Unlike our aL nerd sy stem Trakit is comprised of a senies of linked modules. Clities may pL nal- ase' only those require'c lon 1l- eir t L siness needs. Core Modules: $40,CICI0 Licensing for ;10 croricL rrenil usens $ 1,9(10 Farm ilTrak — Develcipmeni Permit Processing $ 1,9(10 F ncijeclTrak — Land L se Ferrr it Processing $10,CI00 Sltanc and GIS integnation $10,C100 IVR — Fl- one access to system tto allow 11. a FlL blicr ilcl schedL le inspecrtions and cil-eck stat L N Hee LandTrak — Property Data and GIS interlace Electronic Permitting: $' 9,CICIO ellnakit — Online portal for 11-e' plLt lic io submit plermils, al-ecrk status and scrl-ec ule inspecriic'ris $3C1,0CI0 e'Mank L p — Elecrtronicr plan neview program, allows for crommenting ori plans aric crcimparison between subrr itials Other: $' C1,0(10 Laptop Elyria - Wireless access to llrakli torr inspe'crtors in the field ori theirs iPads $ 1,9(10 Code llnak — Code enforcement modules $ 9,0(10 Laserficrr e integration 25 IN FORMATIC NAL MEMO Page 4 The at. rreml qt. ole from CRW, valic thriot. gl Ocelot eir 5, '1012, gives the fallowing total cost including all of the abcive mock. les: Investrr ent Cc st Surr rr ary A. Software 81 Licieinsing R. Irr plementation & Rncijeci Management C. Data Ccinversion O. Training E. Travel 8IExpenses R. Custom izal ions G. DiscoLriis Purcihase Cost $143,900 $ E13,2150 $ 15,9C10 $ 31,9C10 $ 19,9C10 $ 13, C1C10 $ X115,000) Yearly Maintenance Proposed Syslerr and kr plemeritation Cost $29C ,ilE 0 $33,00C In additicin toll- else c ireci costs 11- e full system woulc also riecl a ire 11- El following software and harc ware upgriac es: Increasec Data E.ioriage C opacity , fr.1 t. rte neec $ 'I k ,110 $2,5C1CI ArcGIS Server' la support GIS functionality $ '11,312 $9,0CICI L arger Moriiicirs for eiRlan reiv iew $ 1,9C10 Crook Card S wipef/Au Go Papu Ialle (op tionaA) $ 5,000 Routine tci p u Aft cantracillof info ff om Eldon (cifpl iana l)$ 2,500 Total C apital Clost iricluding sales lax: 91365,500 In orden to begin work in 2CI12 It" El Ccit. ncii rr ade a k Lc get am arida' eml of $175,000. We have an ac c itional $50,000 in savings friom ilcuigciing Remy its Rlus rr ainieinance iris yeah as we rr civ ei to the new sy stem. ❑C ❑'s k t. dget rreiquesi for 0(113 includeis $ I90,C1C10 in remaining costs for c ata mignaiicin, training, hardware and maintenance fcui a Ida! of 91375,000. Off eir Modt. les CRW cifilers the follciwing rr oduleis which- we have not includeic in at. r necrommenderc pack age: 111 Cliff iaein nespcinse mcic ule. This could be help& I in tracking Curial follow u p items and complaints to RW neigarding pcithciles aric c amaged signs. Hciwever ii is a significant cost at $110,000 with $2,000 annt.al maintenance 11- al we cannot newt. p thnot.gl- t.sear fees. V% El I" av ei e)isting systems in place to track these item s. • Busirieisa Harming. Over the past few y ears the Finance Departrr eml l- as worked la implement k t. siness licensing ori thein 8c en ilinancial pnograrr . They do not want 10 switch toil -El CRW prciducl at this l in e. Tr El modt. le mists 917,900 will- an annual rr aintenanciei fee of $1,900. Cost Reduction Opiiciris Options fon reducing the iciial implerr enlaIicin casts include elirr inating or posipcining pL ocil- aaei of same rr odt. les. Tl- a most significant savings wot. Id be 10 eliminate eMankt. FI aric limit eleiainonia peinmiiting ilei cinly include over 11 -El cot.nien perrr its such as eilecilniaal perm its and residential mechanical arc plum bing. As l l- ese c o nal real.. ire plan re‘ iew we would ncii neec tl- e eMark t. p mcic t. le, largen mcinilors on additicinal storage ciagaaiiy. On average ll- ese permit ty Kies make up 65% of ot. r pewit v cilumes. Tl- is wot. Id lowers pt. ricer asci costs k y appncix im aiely $59,0CI0 arid annual maintenance by $6,00CI. H oweven elecrtronici plan suk miltal is the fealt. ret 26 INFORNATIC NAL NENO Pae 51 that wcIL Id have It a greaiesi impact on oLn cusicrmen service and will kececems a cusicimeir expectation in the IL 1 L ne. Process Improvement Al the beginning of tree yean siaffl from difilerent ceipartments began meeting to c iscussi ways ice sireiamlinee oL r cunrent processes aric caia collodion keiilcireee leaking Ihem in with a new permit system. L pdating to a new pieermii seystem Kprce%ided an opportunity 10 Icecek at ciur rircicesisiesi aric make improvements Desi necessary'. They t ave mac El the fallowing improvements: 41 A representative Ilnom its k L ilding, planning, lire, and put tic works derlarl meats nes ieewed 11 e k uilc ing departmeeni nem it t andcL is and made adjL sitrr entre as rieecesesM . They 1 r en nevieweed 1 t e land L stet application aric sit, k mittal requirements aric again made It e necessary adjustments. Tt e Rt, k tic Wonks and Fine department r andoLts will also be review& , with it El necessary' adjL silments k sling made. We are in the pnoceess oil evalL ac ing wt al pnociesses work; anc wr al processes area inefiliaienl aric nec L ndarit and how we ciari imp -a\ a them. F or e)arr pile cine of items that will be helpliL I is to t arvei title master address lisii for city wide use. As we ocinclude 'It is process we intend tot a‘ El a lisii of things It al ane working aric items it al neec to ke acc ressieed lo make the city 'El permit process mone eflliaienl for the cusicimenis and staff. Several cities who have recently mcNec to new permit systems reeacemmericed its ase of a const Mani lo negotiate the contract with list softwlareee vender. Mak ing siure chat 1- El City's needs for CIL siiomization in permit processes, reports aric permit documents ane doclL meniec in the contract aric include( in the price can preivenl cosily menni.ris dLiiing implementation. Etafll recommends using Soft ResoLncies Ice assist wilt oLn contract negotiaiicinsi with CRW. F inariairiq Options Given it El significant investment reequinec to i.pgrade lo a new penmit seysterr many cities area imposing iecet nology usen 118e1s1. Fees are assresrsreic as entail a tat fele, fee per sireeel on peneeniage chat ranges Ilnom 1.:I% to 5%, see Attachment A. The Maslen 8L ildens have written a leiter in sic pport cif (lily teat nology fees i111r ey ane used lo plum is e beilen seeRiice arid in our idiom al diaciLsisicinsi wilt applicants many It ink ire efficiencies of electronic permit review woL Id be wore t a modest fee incinease. The intent of a Kirciposed teat nology fee wciuld be coil recovery for i r isi anc fui L re L pgrades. 11 wot, Id be applied ici all permits it al are processiec ihnoLgt at. r tracking siystems (1e)(cegi llinei derlarlmerit licensees, and rental t ousing,'. HoweRsir, it woe Id apply la the "Hermit" 11e1E1 only, exclLc ing lir e Klan review fele, mailing lees, siiate builc ing code ilaei, impaat fees, Clasioac e Waleir Alliance Fee aric any othen wafer an sewen assess merits. Fon hoL nIy land L. Else permits ii wot, lc be assessed once on 1t El retainer anc nal add& to any ac ditional I ours that may accrL e c i. ring penmit re%iew. A cit art of the arr ount Tukwila woe Id have acelleceted 11nom different fee sitruci L rest is inch c ed as Attachment 8. It appeans it al over time we (ici. Id recover the capital expenses associated with a penmit tracking system it al allowed for limits( on fL II online permit submittal wilt a fele in line with it al charge( k y ott er jurisdicetions in oun area. The payback period woe. lc c epend ori ful L re perm it cilumes and 1 t s fee level. It woe Id be rr crit equitak le to only ct arge 1 r e fee once it e upgnac e was in place. Prior io go he with lite new system stafllwill return to Council wilt a technology fee proposal based ori the ilinal irr plemeniation costs. llhe teeter nology fee level 111a11 we choose will c eteirmine 27 INFIORNATICNAL NBNC Page 6 it El r1ay back period. One issue is 1t al greater L set of cmec i11 cards c ue 1c online penmit sL bmiltal will encic a 11-er nevem es from 11-ei technology fee. The policry decisicin ciII whethen 1I• e Clily at oulc absonb or pass cit the additional costs associated with acicreipiirg crreic i11 cards st ould be made city-wide. ilimiriq Eliaff suggests 11E e hollowing time frame fcir replacing our permill system: 2011 EIlartec reviewing oLn penmit pircrcieisses la iricmeraaEI erfflicierrcry and preparrei for electronic permitting Began nesearcif• ing vendor's and gathering iriilonmatiori 2013 Eleleot a permit softwares vendcir Adop1 an interlocal agreremeini to join ire eiCliiyG ov Alliance RFA Eleleicrt and contracri with a coria.hard 1ci assist wilt negoiialling iter software crcirirracrt Negoiiiaiiei a contract for the permit softwares Start migration arc customization wtich will extend into 20.13. 2013 Go lues with penmit system arc eleieiroria permitting Ac opt a finarrcrirg meal- anism RECOMMENDATION Eliaff recrommerc s tt al the Clommiitee fcirwarc this la the AL gust/ 2Acr Commitieie alit El Whole and Eleptemben 4Vt Regi Ian meeting fan It e iollowirrg acrtiors: 1. AppriciNde on modify the recom mended ilriak ii sy stem crorriligL rat ion. 2. Adopi iter inieuilocal purchasing agreement with Vter eiCliiyG ov Alliance (Attachment CI; to allow us 10 taker ac anlage al IIte graL p pricing 11tal tt ey negotiated. 3. Provides for the remairc er cd 1 t ei nrrcijeci financing in the 2013••3(114 budgets. ATTACH MEN1ISI P. 1lercrt nology Fee SL Rey El. Flolleirrl sal 11ect rology Feer REINA eirrue CH Inierrlocal Purchasing Agreemerl witt eiCliiyG ov Alliance 28 Technology Fee ,Jurisdiction Fee Departments Permit System Status City of Auburn $ _ - CRW Traklt City of Bellingham $ - Accela City of Black Diamond $ - Bitco City of Bonney Lake $ 4.00 EdenfTyler Technology Live since 2002 City of Bothell 5% building, planning, public works, fire EnerGov Live in 2011 _ City of Burien $ - CityView Live appox 10 yrs City of Covington $ 38.00 building, planning, fire, licenses Accela City of Des Moines $ 25.00 building Bitco City of Federal Way $ 5.00 building, planning, public works, fire Amanda City of Issaquah 1.3% building, planning, public works, fire CRW Trakft Live in 2011 City of Kent 3% building, planning, public works, fire Accela City of Kirkland 1.3% building, planning, public works, fire EnerGov Live in 2012 City of Lynnwood $ - EnerGov Live in 2012 City of Maple Valley $ - CRW Trak It City of Mercer Island $2 per sheet building, planning, public works, fire CRW Traklt Live since 1999 City of Puyallup $ - Eden/Tyler Technologies Live since 2009 City of Redmond 3% building, planning, public works, fire Migrating from Accela to EnerGov City of Renton 3% building, planning, public works, fire Migrating from Accela to EnerGov City of Sammamish $ - Migrating from Accela to CRW Traklt City of SeaTac $ - CRW Traklt Live in 2012 City of Tacoma 5©/a building, planning, public works 2:1PerrnitSystemCommitteelSurveys of other cities\Technotogy Fee Survey.xlsx Updated: 08r07f2012 29 30 $140,000.00 $120,000.00 - $100,000.00 $ 80,000.00 $ 60,000.00 $ 40,000.00 $20, 00. 00 Technology Fee Comparison d 2012 thru June 2011 2010 2009 2008 2007 2006 ■ 13% of fee collected $10,140.16 $21,460.91 $25,158.26 $13,242.67 $33$01.99 $29,611.00 $18,714,59 ■ 30% of fee collected $23,400.36 $49,525.17 $58,057.52 $30,560.00 $78,004.59 $68,333.07 $43,187.52 a 5.0% of fee collected $39,000.60 $82,541.95 $96,762.53 $50,933.33 $130,007.66 $113,888.45 $71,979.20 ■ $5.00 per issued permit $7,878.00 $15,306.00 $12,564.00 $10,182.00 $19,296.00 $13,284.00 $7,908.00 • $25.04 per issued permit { $32,825.00 $63,775.00 $52,350.00 $42,425.00 $80,400.00 $55,350.00 $32,950.00 NOTE The fee calculation does not include impact fees, mitigation, special assessment fees collected. The land use fees collected is the application or retainer fee. ]INIIERLICIC AIJ JOIN 11 PURCHASING AGREEMENT Tlhi s agi eem ern is n ode 11 is day cif / (-(1 iI r42012, F etween eC ityGov Alliance I It he "Alliance"), an iiriterlaaa] government sglana), and tha City cif Iltikv ila (the "Cily";, a municipal carparal ion organized uric ar the laws aft t ha S1 al e cal Washing an. WHEIRIEAE, the Alliance issued a Request for Proposal #09-00:I (the "RFII"; to assist Allliariae men bells and subscri ars :in ident:iflyiing qualifies vend ars that can after peirmiillting safllwane solution far tll' ei City of Tukwi a; and WHEREAS, the Alliance card inaled the Rlegicrial Permit System PIFP tci :improve sarvicie to cion s1 ittl ants t y rr caking sarvicies and inforrr ati on alvai lat l e on:l i ne, 1a reduce rr ember (Iasi far providing theses services, and la eraana l son ice delivery; aric WE E REA S, the RFP requi lies the vendors a guarani ee discal ir.its tci future subscriit ars who enteir into intarloaal.joiir1 plurchasiirgi agiciemenls with the Aillancei per sections 4.;1 and 23.1; alr,d WE HREA S, the Cil y c esireis to 1 aka advantages aft the pr apasall s submitted under tr ei RFP .as a filture sut scriber; and WHEREAS, the parties enter inks this Agreement pursuant to Charier 39.3k RCW; NOW THEREFORE, it is agreed as foilovis: 1. Purpose. Tlhe purposes oft this Agreement is to allow the City to shares in the price proposals submit cid la the Alllianee per RFP #09-0031 and inaarpiaiaated by this referencia. Such piraplasals guananlaed extension to futtlra subscribers. 2. Financing. Nci special budget ar funcs are antia:ipated ar craaled. Additionally, there sr all be no acquisition, holding, ar displasal of real ar perscma. property athcr an as specifically provic ad within tha farms of this Agreement. 3. Administiataan. No sepanaila legal entity :is creatad tci administer this Agreement. 'Ilhis Agiaemant shall be administered by the Brenda Hcilt, Permit Coordinator kr the City of Tukw:i 1 a. 4. Thci Cii1y's Responsibilities. The CII of Tukwila shall evaluate cin its own (arid bases on ills oven needs) proposals reciaiNad in response tci thea Alliance's RFP and shad, if, in its scale judgment, it deems a plraposal accaeptab:le, enter .into :its oven cad] act with tl a vendor(s). 5. The Aliianaa's Respansibi:litalas. T1 a Alliance shall extend the proposals received pursuant to the RFP to the City. The Aliianca accepts no respansibi]lity or liability for thci performance of any vendor useic by the Ci1}I of Tukwila as a result cif this Amem en1. The Alliance and 'Ikea cattier participating dies ca not acaaeirit arae 33 responsibility fir agreements, cantraicts or purchase carders issuec ty thea City cif Tukwila la a Vendors. Eacl party accepts reisponsitHiity fear campliancie will any additional or NI allying laws and tie guilatiar.s gauern:in€I purchase by an on bet alflaflthe pari 'Ile A:liar.icie and the participating vendors accept no responsibility for thea perf irrrance cifl the Vendor ir providing goods andlor services la the City, nor air y responsibility for the pay e nt pric e to the V andor far City put char c s . 6. Duiatian. This Agreement shall be effective as cal the date afl signature b3{ boill parties arid shall remain in effect un ass lerrrinailed as prov:iccd. This Agreement may be terminated by aitl er party an len (:10) thus advance written notice. 7. Fli ink. Executec copies of if is AggeemienhI shall be filed as required by Sect:ian 39.34.040 afl the Revised Code of Washington prior to this Agileemenl becoming effective. 8. Naticies. Notices to the City of Tukwila shall be sent to the foalowing address: Cil} ofITukwila A ttn: Brenda Holl, I emit Coordinanl an 6300 Iouticenter Blvd., 3uitei 100 Tukvlila, WA 98:188 N al ice 10 the Alliance shall he send 1 a 1l e fallowing ac cress: eC:ilyGov Alliance Attn: John Hackmlan, Dile cut iveDirector F O Box SICICI 12 Bellevue!, WA SI I(ICISI-gCI1a 9. Indemnificarlion. Each party agrees ta hald harmless the tither party filam all claims, suits, actions, judgrrlents and,lar liciris arising from each party's raspectivei negligent accts or ornissians. Each party shall be nesplans:itle fbr claims aridlor camages lIa persons aridion plraperty resulting fram the negligence an the part of itself arid its offic ems, employee's and agents. If the City pilaf ases items frcim a vendor pursuant la a proposal raccivec frcim the RFA, the CilN shall havci the duilN and respansibi:lity lla enforce' and defend its awn rights and responsibilities against thci vendor. 10. Entire Agreement; Amemcmerit s. This Agreement ccantains the entire agJlererrenhI between the parties hereto and no other agreements, ciral ar otherwise, regarding the subject mauler of this Agreement, shall be decemerd ta exist ar bind any of the parties hereto. Hither party maN request ahanges in the Agreement. Proposed changers that arc mutually agreed upcin shall bei incorporated by written amendments to this Agreremient. 34 :I :I . Choiaa of Law; Vleinuei. Tlh:is agleamani shall bei doyen ad by and acrosin ad :in aaaordariae with thea laws cifl the Slates oft Wlash:inaton. In t1 a event any suit, art illation ar other prioaaeding is instituted la enfhrae any term cif this agreement, thea parties specifically understand and agree that vanua shall be properly laic in KM:iria County, Wlashingl on. 2. Seiverabi]ity. Tha provisions of this agreemant ane separete and severabIa. Thei invalicity of any al ausa, seintenci i, paragraph, subdivision, seaticin, or pori ion or the i nv al:i c ity cif l the appl:i ciat i on thereiof to any pars an or a:i raumstance, s t all not afftiat thea validity of the tem ainccir of this agleiemenil, or the valicit}I aflils appliaalion 1a otheir parsons ar cii aunt silancas. Aacieptcic for the Gil }I of Tukwila Aaaeptac far the eiCityGav Alliance] By By Jin Haggcirlon Mayor John Haakmari His cloth iva Direct or Date Data 'V7/2- ( 35 36 CRM TRAK Citizen Response Management Module Tools needed to quickly capture and manage citizen issues are organized through CRM TRAK. Workflow activity tracking is designed with built-in processing and workflow features to help users resolve various issues presented by their citizens. Information regarding the CRM record is available from a single screen. Site Tab Users can easily view all related records on the location site and can access any record via the h perlink. CRM Information Issue Number, Title & Category, Assigned Staff, Status, Notes, & more are easily identified at a glance. Milestone Dates Dates with user ID provide audit of important milestones. fifffif Automatic Workflow Assignment Workflows will automatically create/route information to proper departments and link details together. GIS access The map is easily accessed from any record in TRAKiT. From the Location Details dropdown it will land the user directly on the parcel and provide parcel details. wool .r WE. IFw�so�r made flain! 611110 IN VIII. MO.tMCtaf1N F tnr.u+pih+. Mu —cava vvp,:. ai Mir�VN'a JroY^' Attachments All attachments are easily identified and accessed from the CRM record. TRAKi T esri Aloft--� Partner Log History Track the entire history of the incident from creation to close. Tai Tab T.F Location Details/Contact Details All details including Name, Assessor PIN #, Address, Phone, Fax, and Email for both the Issue Location and Complainant Location are easily identified. City of Tukwila, WA August 2012 37 CRM TRAK - GIS Integration Spatial & Geographical View of Information TRAKiT leverages your agency's GIS to enable users to visually search the map for CRM activity and display results in reports. Included with TRAKiT's GIS functions are enhanced user controls, allowing users to view related records associated with the parcel, create issues directly from the map, and even run a query to illustrate the results. Active Geo Record Geo ID and Related Record Information is Displayed Parcel Outline Users can easily identify parcel on the map. 5 Aaryesses ▪ Pa,caae spells fpe,Myeanc Pitmen ✓ Parks ▪ CaastalWalet ▪ Cer OM. J Weak (.� Options • peen. fop os saw. sxetfis+ ait Open Skasches {� Sketch Thole ea 7D YFew acs:. . WOE sal MaJME D TRUSTEE 11/Wet }}p yOSS AVE Pyr sen SA. No Pewter gbarialg 111 11111. s, ao.WM nwwae Notre 1, 4mn1 s.rwrEw Advanced Search - Query Users can perform Advanced Searches from any module within TRAI<iT including GIS. Results can be: Saved Exported Charted Plotted lel _1J tJ s TBAI i T esti 38 !' rru p • Partner .' City of Tukwila, WA August 2012 CRM TRAK - eTRAKiT Integration Citizen Online Access Integrated with eTRAKiT, CRM TRAK provides 24/7 online access to allow citizens to report issues or easily obtain the status of previously reported issues without the need for them to visit the City or call in to obtain details. City Defined Issue Types City determines what type of issues can be reported on line. My [lasI;130411[ {•-q Pe PffWy. aMry to. n... COAL!'•x 4k F'• ta'r+t Details ,_ 1191. ur.o� 6UliD6lG MAO., Mh VOA Wet •ffiltf »IX M rTlia 147 W 5y1T4TF MIL SA e1ENAs IYOMua trphoad F rRi ] Nam') Rmmaw Viol k111, Min] .n nw euam Mr .aarx Address Lookup Users can enter part or all of the address and the address lookup with automatically insert the address. i our frtprtratifieU D rish4l+ew.n� Tram Add Attachments City determines what type of file types can be uploaded i.e. jpg, gif, etc. Issue Number Complainant will receive an Issue Number upon submission of the issue. ReportA Problem 1 nor,. Ppu•npp Anonymous or Complainant Identified City determines whether complainant can submit an issue anonymously or must provide their name and contact information. Your Issue has been submitted. Issue Number is CRM1208-0002.. ii ' TRAKi T 2SC1Eli-rosoft - I R Jp►�p +� r �� Partner `. il�n` City of Tukwila, WA August 2012 39 CRM TRAK — eTRAKiT Integration Search Issues Complainants can search issues with 2 pieces of information i.e. Last Name, Phone Number, Email Address, Issue Number CIL My 4ashboa+d Peiwits Laph fen a M Per. pry Fad. - W. a. yp Protects • sF -py Fiad - fsr1.. /1541 Contractors Sent% PrGPefk • saw3 . `.ey as ruo Isr S - Nom an wn Map - c Search Results Complainants submitted issues are listed and can be opened for issue details. Search fxsaTes To dledr co an aaGsU1V Dow...ter 1'a'^ Vnramld1 Yaw la. 11.4. lady P... Mop*. Aver Cy.Mill Mann. idles •33 P'•'?e`- rrnA C*n'.a:Y:. ,['E+S+lwp 411414 Wil Fte.Cl with [he :"A✓' p w w' will n,Y he ,I ,, itm Sew .r.:11 1.50115 1_15 lne :nPcnrlfiK^n 11 l A N v: l MCE ROME @ 30e GGSS AVE FAAyACE ®3e1 G' AVE aolLGryG g IAS GGS'S CT aAASAXCE el 100 WEST AWE 3136 1031:C•y`: AVE 301 OSS AYE Me GOSS CT 1 DO *EST AVE Wm. rn.ei *nos womoWE linear NMSWX'oo under YwrlA4„ 11•111.11,3.031.1 Y Tra6 S*flT TFA Y Bd1nAM Tran' anew Tr.3 9ranow Issue Details Issue Information Issue History Issue Subject Information - Complainant Information - 40 LlAepVISIs •[ • 1.., VIOTWATOs &ePOrt A eke • Rape lin.. - sea. Moms -yrw ti Map www. . [nb nTr Ade.. Sheopmel Cart rwr rcyeord 73411<✓r .102.0ff.00.3 [irnal.dedaete: 71tA'30i3 )413436'12 0/hg &TareJet ,.da-1,1*weal* pen. r. P.a�• r••me emat N 0••••• n. xs 311 afwao 56,6 ma, na�n.rs nr+.w.ni ...,.v.�er w...non. .ewwaw Uri+^✓werdA.. _ _ omasama 0. a* IFTBAKjT.en. Aficrosoft.- P',1 -,`• City of Tukwila, WA August 2012 City of T ukwuF a C OMMW ]111Y A FFA]IRIS ANT PA EIKIS COMMI1 THD Maatirgl Mint las Aug-Ls/1/3, x (12 — SI:O(x .m. CommclnitiyAffair1 and Parks Committee PRHSW T Cauncilmembens: Kathy Hauigaidy, Chair; Jcie Duffle wind Verna Seal (sitlingl in fbr Allan Bkler€h ,11 aft Nara Clieraaff, Minnie Dhaliwal, David Cline and Kimlieriy Malej C AIIL TO ORDHR: Commit toe Chain Hlaugardy called the maelingl to orc er al 4:51 p.m. I. PRHSW 71ATIONS No presemdal ions. II. BUSIINEISISI AGENDA A. Pun] it 'Walking System Replacamei i SlAft is sceldingl Cann cil approval to ender initci ar initerlacal purchasing agreement with eCityGov Alliance in orc er fbr ilhei C iIy tiff Tukwila 10 deceive a gluanandeec discound wilil CRW Systems fcm purchase cif) the TRAKiT campluter:ized pleirrnit tnackingl system. Caunei:I was informed cif this replacement need in 2(111 IIsee Cammuniity Affiv:irs & Parks Committee minittes c ailed OeIaler �I4, 2(111). In it mmary, ani interdepartmental eammitlee has assessed permitting saflwaia opt iaris, and unar.iimots]y recommerics the pltrchasci cif TRAKiT 1131 CRIW Systems. Total software and capital casts ane estimated to le $365,5(Ia (discaunied eCit3glov A1:Iianiae ppiicie) with ars annual maintenance foie oflaplpraNimalely $z (1,5(10. 9tlaffl reviewec the camplcmienis cif) Ile software and iecommencec madules fbr purchase. Staff) is nal recammcniding mavini{I warc with the ptuicliase of the C itizen Rlesplcnse or Business Liceinsingl modules at this time. Cammiltae Members felt thail the Council may he interes led in the Cilizer Response madt le, and necluestec thail staff provide additional infarmaliani regandirigl this madu:le al the Auigusil 21 COW. This mottle will adc apprci imately 9 1CI,(ICIO to the purchase ppiice and $12,0(I(11a the annual maintenance fee. Pending Caunc:il approval cif) this inlerlacaa punchasirigl agreement, and stbsequenit nieglctiailianis CIIW Systems, staff will returns tla Committee with a craft purchase cantract fbr review and approval. A c c iliarially, ftllura c iscuiss ions will ensue re{)arc in{I the platential ass essment aft a lechnicla{iy foie to eaell permit application iri order to pay fbr lc new system making) this purchase revenuie netulna] after a sat play) aak period. UNA NIMOUS A PPRO%iAL WITH C CIUN C IU (ONSIDHRA1IION OF C ]I71IZJE 1\ RESPONSE MCIDUIJE. FORWARD 110 AUGUST 37 COW FOR DISCUSSION. III. MIS( E IJLANEIOUSI Meeting) adjcuirnad all 5:2z pl.m. Ncx I ill eCling: Monday, At {lust 21, 21013 — 5:0(11.m. — C andeneriae RIaom ial3 C ammillee Cll ain Apr no\ til 41