It is recommended that the City Council:
1. Approve the Third Amendment to the agreement between the City of San Jose and the Intergraph Corporation for the IDTS project to:
a) Increase the compensation by $25,000 for additional Consulting and Training Services; and
b) Extend the term of the agreement from December 30, 2001 to December 31, 2002.
2. Adopt a resolution authorizing the City Manager to negotiate and execute agreement(s) with Intergraph Corporation and/or IDTS subcontractors for Maintenance and Support of the IDTS in an amount not to exceed $375,000.
The Integrated Development Tracking System (IDTS) will integrate the land use tracking subsystems in various departments into one comprehensive system that contains all permit, land use, and geographic data pertaining to a specific parcel. This “integrated” system will provide the means of tracking development projects from start to finish. Ultimately it will establish a “virtual one-stop permit center” for submitting development applications and issuing permits over the Internet. A $8.3 million budget has been approved and funded for the project.
On February 9, 1999, the City Council authorized the City Manager to execute an agreement with Intergraph Corporation for project management and integration services on the IDTS project. Besides providing project management services, Intergraph is responsible for integrating the City’s existing FileNETTM document management software, Geographic Information System, and the permit tracking software.
On December 19, 1999, the City Council approved an amendment to the agreement with Intergraph to include Synertech Systems as a subcontractor to Intergraph. Synertech’s role is to provide, install and configure the permit software that will be used by each department to process development permits.
On December 19, 2000, the City Council approved the second amendment to the agreement with Intergraph. This amendment increased the amount of the agreement by $100,000 from $5,639,451 to $5,739,451 so that the contractors could complete custom reports for the Building Division that were not part of the original project scope. In addition, the resolution approved by City Council authorized the City Manager to negotiate and execute change orders with Intergraph in an amount not to exceed $200,000. Two change orders totaling $121,456 have since been issued raising the total amount of the agreement from $5,739,451 to $5,860,907.
There are
three main components of the IDTS project:
These include: 1) The Permit
System, 2) Inspection Request and Result Entry, and; 3) Internet Permits.
1) Permit System
The foundation of the IDTS project is the
new Permit System. The System will
integrate the workflow of all departments responsible for development review
into one seamless process. This
includes the Building Division, Bureau of Fire Prevention, Planning, Public
Works Development Services, and the Redevelopment Agency. Electronic data from legacy computer systems
will be converted to the new system so that all historical project information
is maintained. This project component
includes integration of the Permit System with the City’s Geographic
Information System (GIS) and Document Management Systems (DMS).
2) Inspection Request and Result Entry
This IDTS component will integrate
inspection requests from Building and Fire customers with the Permit database
to ensure that inspectors are scheduled for construction that is ready for
inspection. The new system will also
automate the City’s current process for manually assigning and dispatching
inspections based on inspector trade and availability. In addition, system will accommodate the automatic
entry of inspection result data through the automatic scanning and indexing of
inspection result forms. Currently,
these results are not electronically integrated with the permit approval
process. Upon completion of this
project component, the City’s ability to ensure that all inspection
requirements are met will be vastly improved.
3) Internet Permits
The current on-line permit system,
initially implemented in May 2000, will be redesigned and expanded to issue a
greater number of permit types. Due to
recent changes in State law, the system can now be redesigned to allow for much
wider use by customers. In addition,
on-line query via GIS Map will allow citizens to track projects in their
neighborhoods. Development applicants
will be able to monitor the status of their projects through their own personal
account.
Upon completion of the three core
project elements, the major objectives of the IDTS project will be successfully
achieved. At that point, the following
non-core functionality will be evaluated and scheduled for implementation. These include the three following functional
components 1)
an Interactive Voice Response (IVR) system that will allow customers to use touch-tone phones to request inspections and obtain estimated inspection times; 2) Field entry of inspection results by inspectors using a mobile computing device; and 3) Electronic submittal of building plans. A benefit-cost analysis needs to be completed prior to completion of these non-core functions.
ANALYSIS
The term of the current IDTS
agreement with Intergraph will expire on December 31, 2001. The contract needs to be extended so that
the project can be completed. A current
status of the project is provided below.
Project
Schedule
Permit System:
Implementation of the permit software in the Building Division and Bureau of Fire Prevention was completed in July, 2001. Planning will implement the software on February 4, 2002. This date was moved from October 1, 2002 in order to incorporate other major planning initiatives into the work priorities for the Department of Planning, Building & Code Enforcement.
One initiative is the recently completed revision of the Environmental Review Process. This revision was required to ensure that recent changes in California Environmental Quality Act regulations were incorporated into the design of the new system. In addition, the Department must implement 72 recommendations from the Housing Production Team designed to streamline the development of housing in San Jose. The number of General Plan Amendments that needed to be processed was much greater than anticipated.
The
challenge for the Department is that it has a limited number of experienced
Planning project managers that have the process knowledge required to design a
permit system that meets the City’s requirements. These same individuals are also in high demand to complete other
major Planning initiatives and oversee major development projects. The
need to strategically utilize the limited Planning project managers to complete
the planning initiatives required a schedule change to February 4, 2002. There will be no impact on the project
budget as a result of this change.
Public Works is scheduled to implement
the permit software in March 2002. The
Redevelopment Agency will adopt Planning’s permit system setup once it is
implemented. This will complete the
Permit System component of the project.
Other Core
Project Components:
Detailed
specifications for the Inspection Entry and Results component and Internet
Permits component of the project are being completed by Intergraph as required
in the contract. Once the
specifications are complete, a detailed schedule will be approved. This is schedule to occur in February. A
This will occur in mid-February.
Dates for these components will be presented to the City Council at that
time.
Project Quality
The permit software configured in the
Building Division and Bureau of Fire prevention has met City requirements and
staff expectations. Planning and
Public Works staff is also comfortable with the software’s ability to meet
their needs. The integration between
GIS and the Permit system has also been successfully implemented.
Contractor
Relations
The contractor and subcontractors
remain committed to the project. They
have been responsive to the City’s requests for changes identified through
acceptance testing. The contractors
have also been amenable to the City’s requests to change the order of milestone
delivery in order to accommodate the workload of other projects on the
organization.
Contractor
Capability
The contractors have demonstrated a
high level of technical capability.
They have successfully completed the integration of GIS and
Permits. They are completing the final
changes to meet our requirements for Permit System and DMS integration.
City Project
Team
Over 280 days of software training have been provided to Building, Fire, Planning and IT staff as part of the IDTS project. As a result, the staff assigned to the project have acquired sufficient knowledge to design and support the IDTS system. This project has brought together a core team of development experts that are very focused on integrating the various development systems and practices into one seamless process.
Project Cost
The total project budget is
$8,340,000. The $5.8 million agreement
with Intergraph has a balance of $3.8 million.
Payments are tied to acceptance of specific project milestones. The contract balance is sufficient to
complete the project scope as summarized in this memo.
As part of the IDTS implementation agreement with Intergraph, the City is recommending that $25,000 be added for consulting services. These funds will be used by Intergraph to provide advanced training to City technical support staff on how to make detailed modifications to the system configuration. This may reduce the need for contractor support services in the future.
Accomplishments
Implementation of the permit software
in the Building Division and Bureau of Fire Prevention was completed in July,
2001. Most of the system integration,
data conversion, and system interfaces for the entire project were completed at
that time. The City and its development
customers have realized a number of benefits as a result of the
implementation. Project accomplishments
to date are summarized below. A complete list of accomplishments is provided as
Attachment One to this memo.
One-Stop Counter Initiatives: Integration of Building and Fire work
processes and forms has forged the groundwork for the One-Stop Development
Counter.
Improved Property Database Management for the City: Improved accuracy and consistency of GIS data was achieved through the creation of a single GIS data repository.
Improved Compliance: Customers are notified of Fire Department requirements at the permit application intake stage. because Fire requirements have been incorporated into the system.
Improved Access to Project Information: All information needed to process Building and Fire permits is now maintained on-line.
Maintenance, Support & Consulting
Services
An agreement for software maintenance and support is required to ensure the effective operation of the system. The City received cost proposals for software maintenance along with the original project bids. The cost for the software maintenance agreements is $232,000. This amount has been incorporated into the City’s base budget. The maintenance agreements essentially provide the City with software upgrades and bug fixes to the standard software.
In addition to software maintenance, software support services are also required. These services cover support for the custom interfaces that integrate the permitting, GIS, and Document management systems. Support services are also required in situations where the City staff is unable to address the cause of a system problem. The City has received a proposal from Intergraph to provide coordinated support services at a cost of $143,000. It is the City’s desire to have one overall agreement for maintenance and support with Intergraph at a total cost of $375,000. The City may need to have a separate agreement with the permit software vendor for maintenance. The cost would not exceed the total amount of $375,000 in the event that there are two agreements instead of one. The first year of support services will funded from IDTS maintenance funds that were rebudgeted from last fiscal year. A proposal for future funding of support costs will need to be addressed through the annual budget process. As mentioned, maintenance costs are already incorporated into the base budget.
Not Applicable.
This memorandum has been coordinated with the Departments of Finance, Planning, Building and Code Enforcement, and Information Technology, the City Attorney’s Office and the Manager’s Office.
There is no cost associated with extending the Intergraph contract for implementation of the IDTS project. The Maintenance, Support and Consulting Services Agreement will be funded from the General Fund (001) from monies currently allocated to the Department of Information Technology’s General Fund appropriation.
Fund: General Fund – (001) Amount: $375,000. Budget Document: 2001-2002 Adopted Operating Budget, Page 325
Del D. Borgsdorf
City Manager
Attachment One
IDTS Accomplishments
One-Stop
Counter Initiatives:
Integration of Building and
Fire Plan Check - Using the new system, staff creates a digital project file that
allows Building and Fire staff to simultaneously view the status of work
performed by either group to ensure a consistent interpretation of Building
Codes.
Created Universal Invoice and Receipt Documents – Building and Fire are now
utilizing a standard invoice and receipt.
This is a prerequisite for a One-stop Development Counter.
Centralized Fee Collection - As a precursor to the one-stop permit center, the
permit system is being set up so that fees assessed by multiple departments can
be collected at any location. Building
has reduced customer trips by collecting fees for Fire that previously had to
be collected at 4 N. 2nd Street.
Improved Property Database Management for the City:
Established a New, City-wide
GIS Framework
– The Oracle Spatial database created for storing GIS data necessary for IDTS
will become the central repository for storing all GIS data. All Departments will be able to access one,
consistent data source regardless of the GIS software used by the
end-user.
Created A Single, Property Database for the City – IDTS has created a
database that will ultimately be used by all Departments that need to access
property by address or Assessor’s Parcel Number (APN). This will improve the accuracy of data
currently being used and reduce system support requirements.
Reduced GIS Research and
Data Entry –
Over 29 GIS files were cleansed and implemented into the GIS database. This has eliminated the need for manual
research and data-entry on permit applications.
Consolidated/Eliminated Three Building databases (ABPIS, PG&E,
CRIS) –
This has reduced maintenance, consolidated data, and improved access to
information.
Improved Compliance:
Improved Customer
Notification of Fire Inspection Requirements - By
implementing one job card for use by both Building and Fire Inspectors,
development customers are now notified up-front that they may need to obtain a
Fire Inspection. Prior to IDTS,
customers often did not know they needed a Fire Inspection until construction
was complete.
Improved Ability Track
Projects By Applicant – The system allows staff the ability to flag an applicant that has
code enforcement or payment issues so that staff are notified any time a person
with unresolved issues applies for a permit.
Addressed Auditor Issues – The new Permit System was configured to address
four outstanding City Auditor Recommendations pertaining to permit fee
collection consistency that could not be accommodated by the prior system.
Improved Access to Project Information
Automated Project File – All information needed to process Building and
Fire permits is now on-line. This
allows for tracking and reporting of all information associated for a
project. The capture of additional
project information vastly improves the City’s ability to measure workload
data.