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Home My WebLink Aboutord2017-060WHATCOM COUNTY COUNCIL AGENDA BILL NO. 2017 -298 CLEARANCES Initial Date Date Received in Council O ice A enda Date Assigned to: Originator: E D 10/10/17 Introduction Division Head: 10124117 Finance, Council Dept. Head: OCT 0 3 2017 Prosecutor: �- WHATCOM COUNTY Purchasing /Budget: � � 9 2 ° � � � � f N �r I U l� Executive: u t0 .2_ TITLE OF DOCUMENT. Amendment No. 1 to Ordinance No. 2014 -085 Establishing the Integrated Land Records and Permit Management System Fund and Establishing a Project Based Budget for Integrated Land Records and Permit Management System Projects ATTACHMENTS: 1. Ordinance 2. Exhibit A - Supplemental Budget Request and Memo l SEPA review required? ( ) Yes ( x) NO Should Clerk schedule a hearing? ( ) Yes ( x ) NO SEPA review completed? ( ) Yes (x) NO Requested Date: SUMMARY STATEMENT OR LEGAL NOTICE LANGUAGE. (If this item is an ordinance or requires a public hearing, you must provide the language for use in the required public notice. Be specific and cite RCW or WCC as appropriate. Be clear in explaining the intent of the action.) Requesting Council approval for additional budget authority of $1,448,327 to be added to the project budget for permit system purchase and implementation. COMMITTEE ACTION. COUNCIL ACTION.• 10/24/2017: Forwarded to Council for approval 10/10/2017: Introduced 7 -0 10/24/2017: Adopted 7 -0, Ordinance 2017 -060 Related County Contract #: Related File Numbers: Ordinance or Resolution Number: Ord. 2017 -060 Please Note: Once adopted and signed, ordinances and resolutions are available. for viewing and printing on the County's website at. www.co.whatcom.wa.uslcouncil. PROPOSED BY: Executive INTRODUCTION DATE: 10/10/2017 ORDINANCE NO. 2017 -060 AMENDMENT NO. 1 TO ORDINANCE NO. 2014 -085 ESTABLISHING THE INTEGRATED LAND RECORDS AND PERMIT MANAGEMENT SYSTEM FUND AND ESTABLISHING A PROJECT BASED BUDGET FOR INTEGRATED LAND RECORDS AND PERMIT MANAGEMENT SYSTEM PROJECTS WHEREAS, this fund was established to improve the land records geographic information system (GIS), implement software for stormwater asset maintenance, plan the replacement of the permit system and implement Web GIS; and WHEREAS, the land records geographic information system project is under contract and a lower cost solution has been implemented for stormwater asset maintenance software; and WHEREAS, the permit system has been planned and needs assessment completed; and WHEREAS, it is proposed that a new permit system be purchased and implemented, and WHEREAS, funding is available for the new permit system from the General, Road and Flood Funds, NOW, THEREFORE, BE IT ORDAINED by the Whatcom County Council that Ordinance 2014 -085 is hereby amended by adding $1,448,327 of expenditure authority, as described in Exhibit A, and re- purposing $150,000 of current funding originally assigned for stormwater software, for a total amended project budget of $2,616,661. ADOPTED this 24 L day of ATTICS Dana 'Brvwn -[Y ` i6; 'Council Clerk APPROVED ORM: Ut Civil Deputy rosecutor October .2017. WHATCOM COUNTY COUNCIL HATCO COUNT , WASHINGTON Vruchar(an-, Chair of the Council (Approve ( enied Jack Louws, aunty Ex utive Dat ` C2 �i7 �_: >(H/ 3t'r 74 Supplemental Budget Request Status: Pending Administrative Services Information Technology 5upp'A lv 0 239-51 Fund 369 Cost Center Originator. P. Rice for PUPW/HUAR/ Expenditure Type: One -Time Year 1 2017 Add'I FTE ❑ Add'I Space ❑ Priority Name of Request: Permit System Replacement - Implementation f 9/2/_ - 70/72 X DepartmeZead Signature (Required on Hard Copy Submission) Date Costs: Object 6510 6720 7190 7420 8301.169 8301.108 8301.001 Request Total 1a. Description of request: Object Description Amount Requested Tools & Equip $115,494 Telephone $32,284 Other Miscellaneous $20,302 Computer - Capital Outlays $1,280,247 Operating Transfer In ($117,464) Operating Transfer In ($371,867) Operating Transfer In ($958,996) $0 This supplemental budget request appropriates funding for a new permit system in the Integrated Land Records and Permit Management System project budget. The budget to purchase and implement the permit system is $1,598,327. This request totals $1,448,327 and anticipates using $150,000 originally budgeted for storm water software which is no longer needed since a lower cost solution has been implemented. This request is funded with transfers totaling $783,092 which were included in the 2017 -2018 biennial budget. An additional $590,235 will be requested in a 2017 supplemental request from the General Fund and the Road Fund and $75,000 originally budgeted for consultant services in the Planning and Development Services budget will be transferred. 1b. Primary customers: Planning & Development Services Department Public Works Department Health Department Assessor's Office Auditor's Office Information Technology Business Partners: Building Industry, etc. Citizens 2. Problem to be solved: Whatcom County Planning & Development Services and other departments have been using the Tidemark Advantage permit system from Accela since 1992. The software tracks over $124 million in permit valuation and helps to process over 5,000 permit applications per year. The software is beyond its useful life and has no support from the vendor. It has become increasingly difficult for Information Technology to keep this critical county system operational. In recognition of the need to replace the current permit system, County Council included funding in the "Integrated Land Records and Permit Management System" Project Budget in the 2015 - 2016 Biennial Friday, September 29, 2017 Rpt: Rpt Suppl Regular Supplemental Budget Request Status. Pending Administrative Services Information Technology Supp7 ID # 2ss5 Fund 369 Cost Center Originator. P. Rice for PUPW/HUAR/ Budget for a consultant to assist the county to plan and budget for this replacement. SoftResources, Inc. was selected from RFP #15 -60 as the independent consultant. SoftResources summary recommendation is as follows: "Based on the review and assessment of the County's Permiting software and supporting business processes, we recommend that the County replace the Tidemark application either with an alternative Accela application, or with another best -of -breed software application. By replacing Tidemark the County will benefit from a more modern Permitting software solution that provides deeper funtionality, improved flexibility, real -time integration between modules and improved technology to better support seamless integration with, or interfaces to other County applications." In late 2016, RFP #16 -66 was issued for Permit Tracking and Data Management Software. SoftResources assisted the County conduct an extensive evaluation process and a top vendor has been identified. This budget request is based on recommendations from SoftResources and best available costs from our top vendor. A proposed contract with our top vendor is expected to be ready for County Executive and County Council consideration in October 2017. 3a. Options /Advantages: The primary alternative is to continue to operate the current Tidemark permit system. Replacing this system is the best option since it is beyond its useful life, no support is available from the vendor and it is not meeting the needs of County departments, business partners or citizens. 3b. Cost savings: A new system will provide numerous benefits to County departments, business partners and citizens such as: - Online access to submit permits and to review status - Mobile workforce tools for staff to expedite field work - Improved capabilities to support LEAN workflows implemented in recent years - More automation to help reduce paper - Integration with Geographic Information Systems (GIS) - Electronic plan review - Improved reporting capabilities 4a. Outcomes: A new permit system will be selected and procured in 2017 and implemented in 2018 - 2019. 4b. Measures: The new permit system will be in production and meeting the needs of county departments (PDS, PW, Health, Assessor's Office, Auditor's Office and Information Technology), business partners and citizens. During implementation, the vendor and project team will be working closely with stakeholders to properly configure the new system to optimize outcomes. 5a. Other Departments /Agencies: A new permit system will impact the following stakeholders: Planning & Development Services Department Public Works Department Health Department Assessor's Office Auditor's Office Information Techology Business Partners: Building Industry, etc. Citizens 5b. Name the person in charge of implementation and what they are responsible for. In addition to IT staff, the core project team will include Denise Smith, Nick Smith and Sarah Watts from Friday, September 29, 2017 Rpl: Rpt Suppi Regular Supplemental Budget Request Status: Pending Administrative Services Information Technology Supp'l ID # 2395 Fund 369 Cost Center Originator: P. Rice for PL/PW/HUAR/ Planning & Development Services, Sanja Barisic from Public Works, Mike Kim from Health along with representation from other stakeholder departments. 6. Funding Source: General Fund: $958,996 Road Fund: $371,867 Flood Fund: $117,464 Total: $1,448,327 Friday, September 29, 2017 Rpt: Rpt Suppl Regular