HomeMy WebLinkAbout#13 - Building Dept software purchase STAFF REPORT
DATE: January 16, 2024
CONSENT
TO: City Council
FROM: John Taylor, Building Official
AGENDA ITEM: Purchase of ClearGov Permitting Software for the Building, Planning and
Fire Departments
REVIEWED BY: Clark Schroder, Interim City Administrator, Dustin Kalis, Fire Chief and Sophia
Jensen, City Planner
BACKGROUND:
The Building Department is requesting the council to approve the motion for the purchase of ClearGov
Web based Permitting Software for the Building Department. This was budgeted for 2024. The Assessment
of the Building and Planning Departments by Ratelis presented in October of 21 under recommendations
10 & 11 asked the departments to investigate using standardized data input templates and implement
technology to better support field operations. Currently the software being used is PermitWorks, and the
use of this is limited and requires the field person to write down inspection data and transfer to the file when
in the office and this is time consuming.
The department tried to contact PermitWorks for information and the module cost to use in the field and
there was no response. Metro IT was contacted and will help with the transfer to a new software.
The department then started researching web based permitting software and requested pricing from software
vendors for the installation, training and continued maintenance cost of their product.
The Building, Planning and Fire Department then met by Zoom with 4 vendors and then made a selection
based on their presentations on what would best help all 3 departments.
ISSUE BEFORE COUNCIL:
Should the City Council approve the software purchase of ClearGov, as recommended by the staff, and as
outlined in the 2024 Budget?
PROPOSAL DETAILS/ANALYSIS:
The City of Lake Elmo Building, Planning and Fire Departments will use the new software to better help
the community with more access to submitting and tracking their application, inspections and any notices
for more info, corrections and final acceptance of the project. Inspectors will be completing their inspections
and documenting in real time while in the field. They will be able to email correction notices and upload
pictures of the failures to the building file. The purchase price is $14,700 and the Service Order is provided.
FISCAL IMPACT:
$20,000 has been budgeted for this in the 2024 Fiscal Budget
OPTIONS:
- Approve the purchase of ClearGov Permitting Software signing of the service contract.
- Do not approve the purchase.
RECOMMENDATION:
If removed from the consent agenda:
“Motion to approve the purchase of ClearGov Permitting Software and Service Contract for
$14,700.00.”
ATTACHMENTS:
A. ClearGov Service contract.
B. PDF of Vendors and pricing and additional information.