| | | | | | | | CITY OF OAKLAND PARK, FLORIDA
CITY COMMISSION AGENDA ITEM REPORT
AGENDA ITEM NO. 20 | | MEETING DATE: 11/7/2018 |
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| | | | | | | | | PREPARED BY: | Jennifer Frastai, Director
Engineering & Community Development
| DEPARTMENT HEAD APPROVAL: | ECD Engineering and Building Services |
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| | | | | | | | SUBJECT: Renewal of Perconti Data Systems (CD-Plus) Annual License and Maintenance Agreement.
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| | | | | | | | | 1. | BACKGROUND/HISTORY
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Issue Statement: The contract for software services with Perconti Data Systems (PDS), which supports the City’s Engineering & Community Development Department requires renewal. Perconti Data Systems is the firm that supplies the CD-Plus software program, which is used to process building permits, plans review, business tax receipts and community enhancement. The City has been working on the deployment of an Enterprise Resource Planning (ERP) solution that includes Community Development. However, until the ERP system is fully implemented the contract with PDS needs to be extended to provide the necessary support to the department's functions.
Recommended Action: Staff recommends the City Commission adopt a resolution authorizing the appropriate staff to renew the annual license and support agreement with Perconti Data Systems; the cost of the annual agreement is $40,000. This will enable staff to continue use of CD-Plus software until the EnerGov system implementation is complete.
Background Information: The City has been using the Perconti Data System since 1991 and the software. The system allows users to access and review plan comments online in real time as soon as they are entered by plan reviewers. It also allows users to schedule or cancel inspections, review the inspection results, and log complaints or view code enforcement actions on any property in the City via the City’s website. However, this software is not integrated with the City's Enterprise Resource Planning (ERP) solution that will allow for the use of a system of integrated applications to manage the business and automate many back office functions related to technology, services, and human resources. This results in double entry of data for processing payments which is time consuming and can lead to human errors.
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| | | | | | | | | 2. | CURRENT ACTIVITY
| | | The Engineering and Community Development (ECD) Department has been working to update its existing community development software CD-Plus through Perconti with a comprehensive suite that can integrate with the City’s Enterprise Resource Program to improve efficiency, and productivity, and customer service. The divisions mainly benefiting from this upgrade include Planning & Zoning, Building & Permitting, Engineering, and Community Enhancement but the improvements will positively affect all departments, residents, and contractors that interact with the City. EnerGov is an industry-focused automation platform that assists leading government agencies in managing a more efficient and effective operation while empowering government to better engage their citizens and community with enhanced access to information, processes and services. City Staff has met with other local municipalities that have implemented EnerGov to learn and observe the functionality of EnerGov. Based on this research and presentations, staff finds Energov will streamline the delivery of services through all the various departments within ECD and improve the development/building-related process for all projects.
EnerGov is currently being implemented/configured to replace CD-Plus. The EnerGov implementation has been extremely challenging due to the amount of staff time it has taken to build this new enterprise system while still maintaining day-to-day functions and level of services with the increase in the amount of development activity in the City. Staff has also identified a need to incorporate community outreach/communication plan for the implementation which include training opportunities for contractors and the general public on how to use the new system. Lastly, the project team has incorporated additional quality assurance measures to ensure the data converted into the new system is formatted and correct to ensure a seamless transition. These events have caused a delay in the go-live day to ensure that the best possible product, as well as, continuing to maintain the current level of service for ongoing operations.
As a result, the contract with Perconti needs to be extended to continue day-to-day operations for building & permitting, code enforcement, and planning until the implementation and testing of EnerGov has been completed. The system will continue to operate after the go-live date, to enable the smoothest possible transition to the new software, and to provide critical redundancy (the ability to use both systems) during the transition period.
At this time, it is anticipated that this implementation process along with training and testing will be completed in Spring 2019.
Staff attempted to negotiate a month-to-month agreement with Perconti, but were advised that that is not an option they provide to customers.
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| | | | | | | | | 3. | FINANCIAL IMPACT
| | | The Permitting and Code Enforcement Divisions which use the Perconti Data Systems have available funds within their FY19 Operating Budget that can accommodate the renewal of the system's license. As mentioned above, the cost of the renewal is $40,000 and the proposed expenditures are as follows:
| Proposed Expenditure |
| Perconti Extension CD-Plus |
| Account Name & Number |
Available Budget |
Proposed Expenditure |
Remaining Available |
| Other Services Annual Support |
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| 00147524.434950 |
$ 58,180 |
$ 20,000 |
$ 38,180 |
| Other Services Annual Support |
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| 00148519.434950 |
$ 55,000 |
$ 20,000 |
$ 35,000 |
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| | | | | | | | | 4. | RECOMMENDATION
| | | Staff recommends the City Commission adopt a resolution authorizing the appropriate staff to renew the annual license and support agreement with Perconti Data Systems at a cost of $40,000. |
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