HomeMy WebLinkAbout9C Building Permit Software
4646 Dakota Street SE
Prior Lake, MN 55372
CITY COUNCIL AGENDA REPORT
MEETING DATE: APRIL 11, 2016
AGENDA #: 9C
PREPARED BY: LARRY POPPLER, CITY ENGINEER / INSPECTIONS DIRECTOR
PRESENTER: LARRY POPPLER
BOB HUTCHINS, BUILDING OFFICIAL
AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION ACCEPTING QUOTATIONS
AND AUTHORIZING THE PURCHASE OF BUILDING PERMIT SOFTWARE
TO REPLACE EXISTING 17 YEAR OLD SOFTWARE
DISCUSSION: Introduction
The purpose of this agenda item is to ask the city council to consider
replacement of 17 year old building permit software.
The Building Department serves a life/safety purpose for the community by
providing plan review and inspection for new construction projects. These
activities assure construction meets the building code. Communities with a
high quality building inspection program can expect the following benefits:
Lower Risk of Building Failure
Lower Fire Risk
Lower Insurance Premiums
Higher Property Values
To support the growth within the community and enhance the abilities of the
Building Department, the city has been planning for the purchase of building
permit software for many years. Over the last several months city staff have
researched and studied the types of software which are available for purchase.
At this point staff is ready to make a recommendation to the city council for
purchase of building permit software.
History
In 1999, the city hired a computer programmer to build a custom program to
track building permit activity. The programmer built the program using a simple
access database and named the program “Propman”.
This program keeps track of daily and yearly building permit activity and also
archives records of building permits for over 10,000+ city parcels. This
database works but is not intuitive or user friendly. Only two persons on city
staff are fluent in the use of this unsupported software. There is no users’
manual. Reporting using the software is cumbersome. Because this software
does not communicate with our finance software, redundant data entry is
required.
Because Propman does not provide code enforcement management and to
enhance city employee access for reporting code enforcement violations, in
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2013, Kelly Meyer and Dale Stefanisko teamed up to build the code
enforcement module in Splash (the city’s SharePoint software). The server
that hosts the SharePoint software is nearing the end of its useful life.
Years ago, the Building Department had requested to incorporate new software
into the city budget. It was decided to wait on this purchase until new finance
software was purchased to assure the software can communicate properly with
each other. The city purchased finance software from BS&A in 2014 and has
been working toward its complete implementation ever since.
Current Circumstances
The city staff undertook research on building inspection software platforms
which are consistent with our BS&A Finance Software research. During the
course of software research, we identified two key areas of benefit: staff
timesavings and customer service.
Staff Time Savings
Data Entry - Currently the customer fills out a paper permit application, Building
Department re-enters the permit information into “Propman”, and then the
Finance Department enters information a third time into the financial software.
These three steps can be consolidated into one point of data entry.
Phone Inquiries – Currently phone inquiries are made for inspections
scheduling or status checks on permit inspections. On-line permitting would
reduce call volume as permittees learn to use the software scheduling and
status applications.
Automatic Letter Writing and Permit Card Generation – Standard letters require
modification of type, dates, and addresses. The software will automatically
autofill set parameters and generate letters for printing. Permit cards are
penned by hand and would be automatically generated.
The existing software requires that staff make multiple entries to track permits
and payments. Also some citizen inquiries will be reduced because of on-line
permitting instead of in person or phone inquiries. This time undermines staff
ability to serve the visiting public who are seeking information or requesting
building permit assistance. While it is difficult to quantify because of the many
variables, it is estimated that by implementing the new software to its fullest we
will realize an estimated 30% timesavings for our Development Services
Assistant – Building Inspections. Other positions will realize timesavings
including the Code Enforcement Officer, field inspectors, and Finance
Specialist. After properly trained on the new software, this is time the staff can
use to keep up with growing demands, better devote to the public, complete
Laserfiche of records, work toward closing open building permit files, or reduce
seasonal staff. As the City has grown, public interactions related to real estate
inquiries have grown. During peak times it is difficult to provide prompt
customer service to these individuals. Not only will the new database provide
for tracking properties, but the timesavings will assist in answering real estate
inquiry questions.
Customer Service Benefits
The following are customer service improvements which will be implemented
using the new software:
On-line permitting. On-line permitting is customer friendly and frees up
front counter traffic saving city staff time. It also leads to less City Staff
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data entry.
Credit card payment. Credit card payment is a frequent request of our
customers. On-line payment would reduce front counter traffic and
mailed in permit payments.
On-line inspection scheduling and permit tracking. Another customer
service amenity which reduces call volume for scheduling inspections
or calls related to inspection status.
Field inspector access to software which reduces site visits.
Better reporting. Better reporting of permit types or activity and simply
better reports because the output from the program is formatted in such
a way that it is easy read or to manipulate.
Automatically creates standard letters, notices, and permits
Consolidated into one point of data entry.
Over the last six months, city staff has witnessed demonstrations from
numerous software vendors. Staff has narrowed the choices down to two –
Logis and BS&A. Others were eliminated from consideration due to cost or
lack of functionality. Attached is a comparison spreadsheet that lists all seven
of the software packages which were evaluated.
BS&A is a private company based out of Michigan serving over 2,000 clients.
Logis is a State of Minnesota Joint Powers Agency of 74 Minnesota
government agencies. Logis is governed by the agencies that make up the
consortium. Both Logis and BS&A met the following criteria which the research
team felt important:
1. Provides Database of City Parcel and Associated Permit Activity
2. Online Payment
3. Online Permit Application
4. Online Scheduling Requests or Status Checks
5. User Friendly
6. Upgraded Reporting
7. Code Enforcement Application
8. Unlimited Users
9. Field Inspector Access
10. Automatic Letters and Permits
11. Communication with Finance Software
12. Downloading of Current Data
13. Training on New Software
In addition to the software demonstrations, city staff visited other cities to
witness the software in action.
ISSUES: As the city has grown, work volume has also grown. The use of updated
technology to reduce city staff time will assist in keeping up with the increased
call volume of a growing community. Using technology in this manner will
delay the hiring of additional staff to keep up or reduce seasonal staff hours.
Staff time will be reduced because of automated letter and permit generation
and less data entry. Customer searches and online permitting will also reduce
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redundant data entry and phone inquiries. Public expectations are shifting to
more online functionality in many daily activities including permitting. Many
other communities and certainly communities of our size have gone to a more
robust permit software.
The city budget includes the purchase of tablet computers for inspection staff
to be able to fully utilize the software in the field. The purchase of these tablets
will be a separate purchase in 2016.
Conclusion
It has been an eye opening experience to discover all of the functionality that
new software can provide our customers and city staff. Based on the review of
the software during the demonstrations and site visits, staff is recommending
to purchase the BS&A Building Permit software. BS&A offered the same
functionality as Logis at a better cost over the long term and assured that the
software would communicate well with the finance software.
On January 26, 2016 the City’s Communication and Technology Committee
reviewed the options and staff recommendations and agreed with staff’s
recommendations. Minutes are attached.
FINANCIAL
IMPACT:
Both Logis and BS&A provided quotations for both up-front costs and annual
costs. The quotes are listed below:
Logis BS&A
Up-Front Cost $2,500 $99,805**
Annual Cost $26,460* $6,000
Costs Averaged Over 10
Years $26,710 $15,981
*The Logis quote is based on activity. This means that if permit activity is higher, a larger annual
cost is charged to the City. If activity is lower, a lower annual fee is charged. Generally fees
increase 2-3% yearly. In both cases the annual cost has no end. If we keep the software longer
then we pay the annual cost each additional year. But the annual cost for BS&A is less after the
initial three year payments.
** BS&A Allows this payment to be made in three equal installments during the first three years
of ownership.
In order to compare the quotations, staff added both the up-front cost and
annual cost then divided the cost over ten years. This provides an appropriate
comparison of the two alternatives. It is anticipated the software will be utilized
over at least the next 10 years.
The city budget includes $38,000 in 2016 for the purchase of building permit
software. If BS&A is purchased, the tax levy will be 0.3% higher to cover
the remaining up-front costs in 2017 and 2018. The permit fees charged
for permitting will cover these costs.
ALTERNATIVES: 1) Motion and second to approve a Resolution Accepting Quotes and
Authorizing the Purchase of BS&A Building Permit Software.
2) Deny this item and provide direction to City Staff.
3) Defer this item and provide direction to City Staff.
RECOMMENDED
MOTION:
A motion and a second for approval of alternative No. 1
4646 Dakota Street SE
Prior Lake, MN 55372
RESOLUTION 16-xxx
A RESOLUTION ACCEPTING QUOTATIONS AND AUTHORIZING THE PURCHASE OF BS&A
BUILDING PERMIT SOFTWARE
Motion By: Second By:
WHEREAS,
WHEREAS,
Building permit software supports the building activity on over 10,000 city parcels; and,
Current seventeen year old software is not supported and lacks functionality; and,
WHEREAS,
WHEREAS,
WHEREAS,
WHEREAS,
New building permit software offerings provide increased functionality which would enhance
customer service and reduce staff time. This functionality includes online permitting, online
payment, automatic permit and letter generation, communication with financ e software,
enhanced reporting, field inspector access to data, and a code enforcement module; and,
City staff have researched building permit software and have narrowed the choices to BS&A
and Logis.
BS&A and Logis have offered the following quotations:
Logis BS&A
Up-Front Cost $2,500 $99,805
Annual Cost $26,460* $6,000
Costs Averaged Over 10
Years $26,710 $15,981
*The Logis quote is based on activity. This means that if permit activity is higher, a larger annual cost is
charged to the City. If activity is lower, a lower annual fee is charged. Generally fees increase 2-3%
yearly. In both cases the annual cost has no end. If we keep the software longer then we pay the
annual cost each additional year. But the annual cost for BS&A is less after the initial three year
payments.
** BS&A Allows this payment to be made in three equal installments during the first three years of
ownership.
; and,
Staff recommend the purchase of BS&A building permit software.
NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE,
MINNESOTA as follows:
1. The recitals set forth above are incorporated herein.
http://splash/teams/am/October 4 2010/04 11 2016/Building Permit Software - Res.docx 2
2. The City of Prior Lake hereby accepts quotations and authorizes the City Manager to purchase BS&A
building permit software.
3. Funds for this purchase will be drawn from General Fund – Informational Technology account #101-
41920.00-54020.00.
PASSED AND ADOPTED THIS 11TH DAY OF APRIL 2016.
VOTE Hedberg Keeney McGuire Morton Thompson
Aye ☐ ☐ ☐ ☐ ☐
Nay ☐ ☐ ☐ ☐ ☐
Abstain ☐ ☐ ☐ ☐ ☐
Absent ☐ ☐ ☐ ☐ ☐
______________________________
Frank Boyles, City Manager