R2025-314 Resolution Authorizing Renewal of OpenGov, Inc. Maintenance and Support for Permitting and Licensing Software

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11/2/2020 Item Coversheet Community Development DATE: 11/2/2020 MEMO: 20-43 TO: Honorable Mayor Julie Moore Wolfe and City Council FROM: Scot Wrighton,City Manager Jon Kindseth,Deputy City Manager James Edwards,IT Director Cordaryl"Pat"Patrick,Director of Community Development Greg Crowe,Planning and Development Manager SUBJECT: CURE Purchase-Use of Coronavirus Relief Funds for the purchasing and deploying a web-based Permitting and Code Enforcement Software with OpenGov. SUMMARY RECOMMENDATION: Staff recommends approval of the resolution authorizing the purchase of OpenGov Permitting,Licensing and Code Enforcement Software with a 5-year license agreement with the use of Coronavirus Relief Funds (CURE).After an evaluation of many vendors by IT,Building Inspection and Planning and Development,we feel that OpenGov provides the best service for residents and staff and fits the needs of our community both now and in the future. BACKGROUND: Currently,the City's permitting and licensing process is handled in person and for the most part is done through a series of non-electronic paper-based reviews and payment steps.Over the past several months,the Coronavirus pandemic has shed even more light on the challenges that this process brings to our residents and staff on a daily basis.With the full and partial closure of City Offices,residents and staff did not have an efficient way to receive applications and payments,and it is very time-consuming for staff to go through the approval process while not having at least electronic access to all forms and documentation while working from home. Staff is proposing to utilize CURE monies to upgrade our permitting software to an online system. On further investigation with other software vendors,including Tyler Technology's Energov,staff reviewed OpenGov. Staff is recommending that we pursue OpenGov,as this software operates and is housed in the cloud,meaning that is accessible anywhere where there is intemet connectivity.Staff will not be required to maintain any infrastructure to provide service to the community.It is also very flexible and can be designed to provide workflow processing for many other types of transactions/staff review and case procedures in the future.Also,the software provides a code enforcement solution and allows for licensing solutions,as well. This will allow staff from multiple Department to utilize a common software in the same platform allowing staff to see any active permits,zoning allowances,licensing and code and/or ordinance violations for addresses in real time.Not only would this software provide convenience,time savings,and process improvement for both residents and staff,it would significantly cut down the need for in-person visits to City Hall,reducing COVID-19 exposure for all. Beyond reducing the need for in person submittals,OpenGov PLC will provide enhanced customer service through an online customer service portal that will educate businesses and citizens about permitting and licensing requirements and allow drafting and submitting applications with payment of fees online.After submittal of applications,constituents will be able to track permit progress and communicate with City staff through the review and approval process.For those that are unable or not comfortable with online submittal,City Staff will able to enter permits and documents for our citizens,as is occurring now. PRIOR COUNCIL ACTION: The long-term use of the OpenGov software directly ties to City Council's Priority Goal#4: Implement Selected New Technologies That Will Improve Municipal Service Delivery and Create Operational Efficiencies. POTENTIAL OBJECTIONS: N/A INPUT FROM OTHER SOURCES: Planning and Development,Building Inspections,Code Enforcement Divisions and Public Works and IT Departments have all been evaluating solutions to help streamline and automate the application process,receiving payments,and the internal approval process that allows residents and staff to access a system from any device. STAFF REFERENCE: Any additional questions may be forwarded to Greg Crowe(gcrowe@decaturil.gov). https://decatur.novusagenda.com/AgendaWeb/CoverSheet.aspx?ItemID=3082 1/2