5.12. SR 01-07-2019 E04y1� ,.,�� Request for Action
River
To Item Number
City Council 5.12
Agenda Section Meeting Date Prepared by
Consent I January7, 2019 Suzanne Fischer, Community Dev. Director
Item Description Reviewed by
Online Permitting Software Capital Improvement Cal Portner, City Administrator
Plan Purchase Reviewed by
Action Requested
Approve,by motion, the purchase of the online permit processing platform `CitizenServe'in the amount
of$80,000.
Background/Discussion
A major Council goal is to improve service to residents and contractors as part of our permit and plan review
process. A well developed software system is an opportunity to streamline our processes and enhance
communication between the public and city staff. Over the past year, staff has solicited information and
quotes to upgrade our permitting software to a system that is more comprehensive and user friendly than the
outdated program currently used.
Desired services and features include:
■ Online submittal of permits and land use applications
■ Online approval of certain permits (i.e. windows, doors, roof,plumbing,mechanical, etc.)
■ Submittal gatekeeping for permits and applications
■ Permit numbering and land use numbering system
■ Integrated property ownership records
■ Customizable reporting
■ Online status review for applicants
■ Online payment processing
Team members reviewed similar programs including Logis, Permit Works and SmartGov. Based on
evaluations as well as recommendations from other jurisdictions, staff determined that Citizenserve was
the best-value product for the city.
This platform provides comprehensive community development e-government application,processing
and payment solutions for building permits, code enforcement,planning and zoning,business licensing
applications and renewals, and customer request tracking. The vendor has helped government entities of
less than 1000 citizens to those in the millions to securely and successfully process over one billion online
transactions at > 99.99% system uptime.
This program can automate, streamline and simplify workflow,processes and services by transforming them
to an online platform. Staff will be able to provide more timely and efficient service and will no longer have
The Elk River Vision
A PehoMing community 2a itb revolutionary and spirited resourcefulness, exceptional POWERED By
service, and community engagement that encourages and inspires prosperity INAMIRE1
to manipulate data through a number of programs (i.e. Permit Works, Pro Phoenix,Laserfiche, etc.).
Inspectors from any division would use ipad tablets in the field for real time inspections and eliminate the
need to file paper inspection documents.
Citizenserve will replace PermitWorks although the programs will run parallel until staff is comfortable and
proficient with the new program. The vendor will hold weekly webinars with staff on user questions and will
provide unlimited training to staff if requested at no additional charge.
Financial Impact
$80,000 for an online permitting software program was included in the 2019 CIP budget.
Attachments
■ CIP item
■ License list
N:APublic Bodies\Agenda Packets\01-07-2019\Final\x5.12 sr CitizenServe Softvare purchose.docx
Capital Improvement Plan
City of Elk River, Minnesota
2019 2023thru
Description
Permit/Inspection/Plan Review Software
Project #TC-03
Justification
Transition to electronic plan review system with ultimate goal of eliminating paper plan submissions processes to improve efficiency and public
access.
Useful Life 7 years
Project Name Permit/Plan Review Software
Category Technology/Communiciations
Type Technology
Contact Building Offical
Department Technology/Communications
Total20192020202120222023Expenditures
80,00080,000Software/Hardware
80,000 80,000Total
Total20192020202120222023Funding Sources
80,00080,000Capital Outlay Reserve
80,000 80,000Total
Page 512019-2023 CAPITAL IMPROVEMENT PLAN
5.12 at2
CitizenServe Licenses as of 12.28.2018
Future Lic.
Planning 3 Zack, Chris &Jennifer Intern
Building 7 Bob, Bill, Denny,Jeff, Paula & Melanie
(Cliff will continue to use ProPhoenix with FD)
Engr 3 Justin, Brandon, Ryan
Env 1 Amanda
Admin 2 Tina &Jessica
Code E of r 1 Dave Intern
Com Dev 1 Suzanne
Police 1 McKernan
Cust. Counters 0 Permit & Planning
19
19 lic. @ $1800/ea $1800 per named user per year $ 34,200
$1200 per named user $ 22,800
Data Migration (PermitWorks- Permits) $ 11,000
System integration (Laserfiche) $ 5,000
Payment Processors integration RevTrak $ 5,000
Batch load of parcel data &ongoing updates $ -
Batch load of GIS data layers &ongling updates $ -
Tota 11st Year Fees $ 78,000
Each Add'I Years Fees $ 34,200