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Home My WebLink About9C Building Permit Software Presentation1 Building Permit Software January 26, 2016 Prior Lake Property Data •10,680 Properties •Population 25,000 Persons Growing to 40,000 •Average of 1,500 to 3,000 Open Permits •2015 Improvement Valuation - $47 Million •Prior Lake Total Market Value - $3.3 Billion •200 Lots Available 2 Building Dept. Background •5.5 Full Time Persons •Building Official •2 Inspectors •Development Services Assistant •Summer Administration Person •Code Enforcement Officer •Budget $580,000 Building Dept. Responsibilities •Building Permit Plan Review to Comply with Building Code •Inspections for Structural, Plumbing, Mechanical, Grading, Erosion Control, Code Compliance, and Life Safety •Maintain Property Records including Inspection Records for Over 10,000 properties within City Limits •Assist Customers with Processing Building Permits and Provide Historical Data to Lending Institutions, Realtors, Appraisers, and Homeowners Regarding Properties 3 Current Challenges •Workload Fluctuations •Prior Lake Topography and Shoreline Requirements •Changes to the Building Code •Managing a Growing Volume of Property Records •Increasing Amount of Call Volume •Permit Volume •Redundant Data Entry •Data Link between Building Dept and Finance New Housing Starts 4 Number of Building Permits Building Permit Value 5 Code Enforcement Volume Current Management of Data •Prop-Man Software • Custom Software Created in 1999 for Prior Lake • Access Database • Poor Reporting • Not Intuitive • Un-supported • Older Version of Software • No Users Manual •Code Enforcement Software • Custom Built using Sharepoint Software • Server Nearing End of Life 6 Software Replacement Search •Originally Discussed Around 2010 •Purchase Delayed until Finance Software Purchased (2014) •Building Software Budgeted in 2016 •August 2015 Software Demonstrations and Research •Software Evaluation Team Created •Software Evaluation Criteria Established to Compare Options Software Evaluation Team •Building Official •Development Services Assistant •City Engineer/Inspections Director •Code Enforcement Officer •Accounting Specialist •IT Coordinator •Information Systems Coordinator 7 Customer Service Requests •Use of Credit Cards for Payment •On-line Permitting •On-line Scheduling Requests •On-line Permit Status Check Software Evaluation Criteria 1. Provides Database of Every City Parcel and Associated Permit Activity 2. Provides for Online Payment 3. Provides for Online Permit Application 4. Online Scheduling Requests or Status Checks 5. Intuitive - “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 8 Software Evaluation Prop Man (Existing) BS&A Logis IWORQ Permit Works Citizenserve CityView BluePrince Does Software Offer Greatly Improved Functionality over PropMan? No Yes Yes Yes No Yes Yes Yes Does Software allow for Online Permitting? No Yes Yes Yes No Yes Yes Yes Does Software support Online Permit Payment No Yes Yes Yes No Yes Yes Yes Does the Software Allow Digital Scheduling No Yes Yes Yes Yes Yes Yes Yes User Friendly Poor Fantastic Fantastic Fair Fair ? Fair Reporting Poor Good Fantastic Good Fair ? Good Customer Online Scheduling No Yes Yes Yes No Yes Yes Yes Does Software include Code Enforcment Application? No Yes Yes Yes No Yes Yes Yes If so how much more does it cost? NA Included $ 1,680 w/ Com Dev $ 5,000 Included () Does Software include Community Development Application? No Yes No Yes No Yes Yes Yes If so how much more does it cost? NA Included $ 1,680 $ 1,000 NA Included () Upfront Cost for Software $ ‐$ 99,805 $ 2,500 $ 3,650 $ 15,780 $ 23,100 $200,000? $ 45,914 Annual Cost for Software $ ‐$ 6,000 $ 26,460 $ 7,300 $ 3,585 $ 16,500 $ 6,758 How Many Users for the Price listed Unlimited Unlimited Unlimited Unlimited Unlimited 11 Unlimited Does Cost include Training? NA Yes Yes Yes‐Online Yes Yes ‐Online Yes Does Cost include Data Conversion? NA Yes Yes Yes Yes No Yes Can Field Computers Access Software? No VPN needed or Inspectors sycne field tablets at the end of the day. Access MyGOV provides customer access for permits and inspection requests Yes ‐Cloud Based Yes ‐Web based ? ? No not without VPN Does the Software Require Hardware (Server)? No Yes No No Maybe ? Yes When Can the Software be Implemented NA Six months out 90 Days One Month One Month ? 4 monthes Test Versions Available? NO No No Yes Security On City Server Non‐web based for City permit information. Meets PCI and MN BCA network Security requirements ? Software Communicate with BS&A No Yes No ‐but believes an interface could be created No ‐Asks if there is a way to get around this ? ? ? Nearby Cities who use software? None Hutchinson, Linn County Iowa and Oskaloosa City Lakeville, Shakopee, Eagan, Apple Valley, Farmington North Branch Visit to nearby City NA Yes Yes Yes No No No No Other Hardware purchases None 4 ‐Tablets (budgeted) 4 ‐printers (unbudgeted) 4 ‐Tablets (budgeted) 4 ‐printers (unbudgeted) 4 ‐Tablets (budgeted) 4 ‐printers (unbudgeted) 4 ‐Tablets (budgeted) 4 ‐ printers (unbudgeted) 4 ‐Tablets (budgeted) 4 ‐printers (unbudgeted) 4 ‐Tablets (budgeted) 4 ‐ printers (unbudgeted) 4 ‐Tablets (budgeted) 4 ‐ printers (unbudgeted) Comments Does not provide desired functionality, Does not provide for online permitting, inspections, double data entry. High upfront cost, meshes well with Finance software, Good functionality High Annual Cost, but software provided most functionality (Non‐ profit consortium) Inferior Software, Old Technology, Website crash concern, not flashy, 100 GB for $1000 a year. Concerned with need for more data. Doesn't communicate with BSA Does not provide desired functionality. Online quote, no demo, limited users BluePrinceis owned by CityView and is slowly being taken over by CityView. Provides most of the functionality, need hardware as well as VPN for field access. 10 year Annual Cost Comparison (Present Value) $ ‐$ 15,980.50 $ 26,710 $ 7,665 $ 10,163 $ 18,810 $ 11,349 Two Choices Emerge BS&A -Michigan Based -Private Company -2,000 Clients -Prior Lake Finance Uses BS&A -Provides Desired Functionality -Nearest City: Hutchinson Logis -Minnesota Based -Joint Powers Agency -74 Clients -Provides Desired Functionality -Nearby Cities: Lakeville, Shakopee, Apple Valley, Rosemount, Eden Prairie 9 Costs LOGIS* BS&A* UP-FRONT COSTS $2,500 $99,805 ANNUAL COST $26,460** $6,000 COSTS AVERAGED OVER 10 YEARS $26,710 $15,981 *Costs include Unlimited Users, Data Conversion, Training, and Support ** The Logis annual 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 Hardware Costs •Tablet Computers Budgeted for 2016 for Field Inspector Access to Software. Cost = $4,400 10 Benefits of New Software •On-line Permitting •Customer Friendly •Reduces Building Counter Traffic •Reduces City Staff Time in Data Entry •Credit Card Payment •Customer Service Request •Reduces Building Counter Traffic and Mail Processing •On-line Permit Scheduling or Status Check •Customer Service (Fast Answers) •Reduces Call Volume Benefits of New Software •Field Inspector Access to Software •Updates Status of Permit for Customers •Reduces Site Visits •Reduces Double Data Entry •Enhanced Reporting •Reduced Time in Generating Reports •Better Report Format and Options •Automated Letter or Permit Generation •Ease in Creating Letters and Permits •Communicates with Finance Software •Easier Accounting of Receivables •Reduced Data Entry into Multiple Systems 11 Staff Recommendation •BS&A •Meets Evaluation Criteria with Desired Functionality •Cost is Less Over the Long Term •Communicates Flawlessly with Finance Software CTAC – Recommendation? •Does the CTAC Agree that New Software is Warranted? •Has the Software Evaluation Team Performed Appropriate Due Diligence? •If Not What Other Questions Must be Answered? •Does the CTAC Recommend a Software for Purchase?