11-DELIBERATE/PROVIDE DIRECTION TO CITY STAFF ON PERMITTING SOFTWARE TO BE USED IN ENGINEERINGSubmittal Date:
OS/08/12
Council Date:
OS/14/12
CITY COUNCIL AGENDA ITEM BRIEFING SHEET
Otiginating Departm7ent resented By :
Engineering, Plannihawn Napier, Director o f enda Item No.:
Development ngineering, Planning i
KECOMMENDED MOTION: 1
Deliberate and provide direction to City Staff on permitting software to be used in the Engineering,
Planning and Development Denartmenr
POLICY ISSUEN:
Permitting
BACKGROUND:
The City has investigated eight different software's over the past few months. The goal is to make the
City's permitting process user friendly for our citizens and contractors and to make it more efficient for
City staff. The attached information is from the website for mygov. The website address is
www.mv ov us and you can find the attached information and more at the website.
Staff used a set of criteria to determine which software would best fit the needs for the City of Paris.
The mygov software met all 10 criteria points (list included . The m
monthly basis with a onetime fee for setup and training. T e monthly fee s based on wh ch m dules the
City elects to use. I n i t i a l l y s t a f f w o u l d l i k e t o s e t up t he Permits & Inspections module, License &
Registration module and the GIS Tool module this budget year. If we have enough money in the budget
staff would also like to include the Code Enforcement software module.
BOARD/COMMISSION RECOMMENDATION:
EXHIBITS:
Mygov information, pro
posals and criteria
ACTION:
❑ Financial Report
E] Minute Order
BUDGET INFO: N/A
❑ Department Report
❑ Resolution
Expense $
❑ Presentation
❑ Ordinance
Budgeted Amt. $
❑ Public Hearing
Z Other
y rD Actual $
Acct. Name
FISCAL NOTES:
A. cct. Number
REVIEWED AND APPROVED BY:
Z Administration E City Clerk 0 Eng. Plan & Dev.
❑ Municipal Court
City of Paris
❑ Legal ❑ Library El Police
❑ EMS/IT ❑ Finance ❑ Fire
❑ Public Works ❑ Utilities
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~~~y F"eatures
N Quick Implementation
E Intuitive and Easy to Use
c Fully Customizable
~ Work Anytime, Anywhere
~ Work With Anyone
c E-Solutions and Online Payments
c "To Do" Lists and Notifications
c Project Notes and Pictures
6 Full Project Tracking and Management
~ Reporting and Archiving
~ Data Security and Backups
~ Support and Upgrades Included
Key <.enefCts
CONNECT EVERYONE ONLINE
~ Customers / Clients
~ Contractors
f Consultants
E Government Agencies
~ General Public / Officiais
f Remote Jobsites / Offices
COMPARiNG COSTS
When comparing MyGov with other applications,
there is no comparison. MyGov saves you time
and money.
~ Saye Time
` System Maintenance & Updates
e Web Hosting & Monitoring
~Security
~ Archiving
ff Data Backups
e Technical & Customer Support
F& save hrtoney
~ No Upfront Investment
~ No Software Purchases
` No Hardware Purchases
` No Licenses and Upgrades
~ No Support Contracts
~ No Long-Term Obligations
- 31
Simple
Affordable
Web Based (-h- Ft AFVVW.mygovous
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For additional information, visii us online ai www.mygov.us or esll us toll~free at 866 332 4558.
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Top 5 Collaboration Tools: Top 10 ~ey Features
° COntEacto[` inferface
Online Contractor Interface
Allow your contractors to work with you online requesting permits, inspections,
Online Permits / Payments
paying fees, reading and responding to review and inspection notes, uploading
needed items, etc. Of course, if you get lonely, you can always make them
Automated Workflow & To Do's
come to your permit counter.
Plan Review Tools
2, Plan Revjews
Inspection Tools
Manage plan reviews across departments, buildings and agencies Collaborate
Continuous License Monitoring
on a single interface where everyone has a transparerit view of review notes,
Quick Reports / Exports
statuses and response times. Emaii or print an overview of all reviews for
interested parties or Development Committees. No more hunting through email,
Mobile Inspections
network drives, and manilla folders to find what you need. Just click your
Inspections IVR
mouse and poof! There it is. Every time.
Activity History by Address
3. Mobale Inspections
Auto-assign inspectors by inspection type or inspection load. Each inspector
can use their inspection list to create inspection routes and print tickets. Or, go
paperless and take your laptop or touch-screen to the field. Got a smart phone?
Use the free mobile interface.
Si mpIe
4. Lacense cneck
Affordable
Allow contractors to select subs from your approved list. Keep them for
selecting subs with license issues. Stop permit and inspection requests by
Web Based
checking key expiration dates such as state license, local registration, general
liability and worker's compensation.
5. Inspections IVR
You already get a full contractor interface, but some people just hate computers.
Well, every contractor has a phone. So, give them an IVR (Interactive Voice
Response) and allow them to request inspections and get results by calling our `~~r F w~.w~ E~~eF~~
toll free inspection line " j*~~s~~~`~~'""^'°~°
34
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1. OY➢I9t"~e ApplICcEtRoG"tis OnlineApplications
Allow your contractors to request new licenses or renew old ones online. When VVorkflow Management & To Do's
applying, make contractors complete required fields, upload needed
information or pay online. Automated Application Assignment
Automated Renewal Notices
2. Renewal NotiCes Citizen / Contractor Interface
Create custom notice letters and / or emails and haue them auto-generate a set Continuous License Monitoring
number of days before or after the license expiration date.
License Validation ! Stop Work
aa LICense Check Transparent License History
Automatically block permit and inspection requests based on the expiration Mail Labels
of state licenses, local licenses, general liability or workers' compensation Custom License Documents
insurance.
4. LiCense HistoPy
See the entire license history from a single page including the original
application and all renewals along with attached documents, such as insurance SimpIe
or state licenses.
Affordable
5. Autornated Workflow
Auto-route new license and renewal requests to the appropriate users. Create Web Based
custom steps to be completed, information to collect and fees to charge. Set
warnings for steps taking too long, and auto-notify users with the "To Do" list or
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Automate `~Our CompCa¢ntd° Online Complaint Tracker
Make a link from your website to our Citizen Interface where your clients can Workflow Management & To Do's
submit oniine requests. These requests auto-route and notify the appropriate
users. Allow your citizen to check case status or send them custom, automated Automated Case Assignment
emails. Automated Documents
2,, Automate Your Workflow
Citizen Interface
Create custom workflows for each case type with unique steps, letters,
Contractor Management
notification periods, inspectors, managers. etc. Allow MyGov to auto-notify your
Vehicle Management
users when work needs to be done using the "To Do" tist or auto-email
notifications.
Quick Reports / Exports
Mobile Inspections
3. Automate Your lnspections
Activity History by Address
Auto-assign inspectors by case type or geographical area. Each inspector can
use their inspection list to create inspection routes and print tickets. Or, go
paperiess and take your laptop or touch-screen to the field.
4. Automate Your Documents
Automatically produce custom notification letters, inspection forms, liens, lien
S i m ple
releases, etc. Click one button and you're ready to p.rint. You can even have
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the documents auto-saved back to the case for future retrieval. You will never
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have to cut, paste, or mail merge again.
Web BaSed
6. Automate C3wnership Records
Import address, legal and ownership information from any data source using
the import tool. If your data needs cleaning, try the Data Cleaning Tooi which
auto-cleans the data for you. Use the same tools for updating your records on a
continual basis. Get a complete case history by address with a single click.
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my~ov.
Ckies Serving Ckfzena
• •e o
Client Reference List
Farmers Branch, TX
a. Population:26,742
b. MyGov modules: Permits, Code, License, Pubiic Works, Apartment Tracker
c. Jim Olk
d. 972-919-2533
e. iim.olk(aDfarmersbranch.info
2. Stevens Point, WI
a. Population: 25,294
b. MyGov modules: Permits, Code, License, Apartment Tracker
c. MichaelOstrowski
d. 715-346-1568
e. mostrowskiCcD_stevenspoint.com
3. University City, MO
a. Population:36,262
b. MyGov modules: Permits, Code, License, Request Tracker, Public Works
c. Jared Agee
d. 314-505-8514
e. Laqee(c,ucitvmo.orq
4. Wichita Falls, TX
a. Population:101,313
b. MyGov modules: Permits, Code, License, Lien Tracker
c. Bobby Teague
d. 940-761-7459
e. bobbv.teaque(cDwichitafallstx.qov
5. Orange County Public Schools, FL
a. Population: N/A
b. # Inspectors: 14
c. MyGov modules: Permits, License, IVR
d. David Young
e. 407-317-3700
f. david.vounq(a-)ocps.net
6. Coffeyville, KS
a. Population:10,244
b. MyGov modules: Permits, Code
c. John Hufferd
d. 620-252-6149
e. ihufferd(a~coffeyville.com
MYGOV.US
The above information is conFldential and Intended only for the person or persons requesting such iniormation and shall not be
reproduced, tnnsmitted or distributed to any other party without the written consent of mygov.
~ _ 37
my~0V
Citiss Servfng Cklzens
~ • 'e
7. Capitol Corridor Joint Powers Authority
a. Population: Oakiand, CA commuter rail service
b. MyGov modules: Request Tracker
c. Linsey Ettlin
d. 510-874-7494
e. linseye&capitolcorridor.orq
8. Greenville, TX
a. Population: 25,551
b. MyGov modules: Permits, Code, License, Public Works, Lien Tracker
c. Lance Estep
d. 903-457-3160
e. lestep@ci.greenvilie.tx.us
MYGOV.US
The above information is confldential and intended only for the person or persons requesting such information and shall not be
reproduced, transmitted or distrf6uted to any other party without the wrkten conaent of mygov.
38
~ rr1Ygov
Cides Servfng Ckizens
• ~ •
March 8, 2012
Jeanna Scott
Assistant Building Official
City of Paris
150 SE 1S` Street
Paris, TX 75461
RE: Proposal ID #TX-Paris-20120308-01
Jeanna,
Here is the proposal you requested concerning the use of MyGov services. This proposal covers your monthly
subscription fees and any setup, training or customization services you requested.
Monthly Subscription Fees
; ✓
: Permits & Inspections
_ .
. .
:
: $ 500.00 '
.
✓
.
: License & Registration
.
.
.
~
' $ 500.00 ~
.
~ ✓
.
.
.
: GIS Tool
,
$ 500.00
. •
.
.
.
Unlimited Users
;
.
(included) ;
. . .
.
Location Manager
.
.
:
~ (included) '
.
.
.
Online Action Center
.
.
:
(included) ~
.
.
Contractor Interface
~ (included) ~
u
~ _ _ __._.____A_
,
Total ; $ 1,500.00
r _ - -
One-Time Fees
Total $ 4,485.00 :
Thank you for considering us. We appreciate the opportunity to partner with you to better serve your citizens
and clients. Please let us know if you need anything else.
Sincerely,
~L-..-- 0, CLA/►G~
Stephen Burnsworth, CEO
ATTACHMENTS: a) Quick Surc Form, b) Customization Pack (not included)
I Limited to 2.0 consecutive business days. Added days os part of same trip are charged in whole day increments at $1,995.00 per day.
MYGOV.US
The above Information Is confidential and intended only for the pereon or persons requesting such intormatlon and shall not be
reproduced, Vansmitted or distributed to any other party without the wrltten consent of mygov.
39
my~ov-
Ckfes Servfng Cklzens
• .e •
March 8, 2012
Jeanna Scott
Assistant Building Official
City of Paris
150 SE 1 S` Street
Paris, TX 75461
RE: Proposal ID #TX-Paris-20120308-02
Jeanna,
Here is the proposal you requested concerning the use of MyGov services. This proposal covers your monthly
subscription fees and any setup, training or customization services you requested.
~ Monthly Subscription Fees
; One-Time Fees
' ✓ ~
Permits & Inspections
. .
.
$ 500.00 ~
. .
; ✓ :
.
.
License & Registration
. .
.
$ 500.00 '
. :
; ✓ :
•
.
.
GIS Tool
.
$ 500.00 ~
.
✓
~
Code Enforcement
.
.
$ 500.00 '
~ .
I ✓
• .
. .
. . . .
' Lien Tracker
. .
.
.
.
.
.
~ $ 250.00
.
~
~ .
.
.
.
, . . .
. . .
Unlimited Users
.
.
.
.
(included) '
. . . .
Location Manager
.
.
~
:
(included) ~
, .
.
~ .
Online Action Center
Y
(included)
.
. .
Contractor Interface
(included) ,
Total ' $ 2,250.00 Thank you for considering us. We appreciate the opportunity to partner with you to better serve your citizens
and clients. Please let us know if you need anything else.
Sincerely,
~ 0, R04~
Stephen Burnsworth, CEO
ATTACHMENTS: a) Quick Start Form, b) Customization Pack (not included)
I Limited to 3.0 consecutive business days. Added days as part of same trip are charged in whole day increments vt $1,795.00 per day.
MYGOV.US
The above Information is confldentfal and intendad only for the pefson or persons requestlng such information and shall not be
reproduced, transmiKed or distributed to any other party without the written consent of mygov.
4 lun
my~ v,
Ckles Serving Ckizena
• •m
March 8, 2012
Jeanna Scott
Assistant Building Official
City of Paris
150 SE 1 S` Street
Paris, TX 75461
RE: Proposal ID #TX-Paris-20120308-03
Jeanna,
Here is the proposal you requested concerning the use of MyGov services. This proposal covers your monthly
subscription fees and any setup, training or customization services you requested.
, Monthly Subscription Fees
; One-Time Fees
; ✓ :
Permits & Inspections
. . .
$ 500.00
.
~ ✓ :
.
License & Registration
. .
.
$ 500.00
.
; ✓ ;
.
.
.
.
. .
GIS Tool
. .
. . . .
$ 500.00 ~
✓
.
Code Enforcement :
.
$ 500.00 ;
.
✓ ~
~
. .
Lien Tracker '
. .
$ 250.00
.
~ ✓ ;
. . .
.
Request Tracker (CRM)
$ 500.00
. .
' ✓ `
I :
Public Works :
:
$ 500.00 ;
.
Unlimited Users '
(included)
.
Location Manager . . . .
. . .
.
.
cluded :
(m• )
*
.
. . .
.
Online Action Center ;
. .
'
(included)
.....s
. .
Contractor Interface
,
(included) ,
-^Totaf
$ 3,250.00 .
Thank you for considering us. We appreciate the opportunity to partner with you to better serve your citizens
and clients. Please let us know if you need anything else.
Sincerefy,
~0, CZ04~
Stephen Burnsworth, CEO
ATTACHMENTS: a) Quick Start Form, b) Gustomization Pack (not included)
I Limhed to 4.0 consecuUve business days. Added days as pan of same trip are charged in whole day increments at $1,595.00 per dvy.
MYGOV.US
The above informatlon is confldential and intended only for the person or persons requesting such information and shall not be
reproduced, trensmitted or distributed to any other paRy wlthout the written conaent of myyov.
~ ~ 41
Permitting Software Criteria
The City has used the following set of criteria in selecting a software company
that would best fit the needs of the City of Paris and its citizens:
• Who will host the database and keeps the records up to date?
• Is the software user friendly?
*Is the software expandable beyond building permits?
• Can the software be accessed by property owners and contractors to check
their project status during plan review and inspections?
• Can inspections be scheduled on line?
• Can plans be submitted electronically?
• Can payments be made online?
• Can templates be made for standard permits?
• Can it retain contractor information, license and insurance expiration dates?
• Are their extensive reporting options?
42