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Item No: 08A <br />Meeting Date: Sep 26, 2022 <br />MOUNDS j IE r Type of Business: Council Business <br />�/ ��/�/ City Administrator Review: <br />City of Mounds View Staff Report <br />To: Honorable Mayor and City Council <br />From: Jon Sevald, Community Development Director <br />Item Title/Subject: Resolution 9632; Authorizing Software as a Service Agreement <br />with BSA <br />Introduction: <br />The City has used PermitWorks software since 1998 to administer permits and licenses, <br />averaging about 1,000 transactions per year and $400,000 - $500,000 in fee revenue. During <br />the COVID pandemic, Staff worked remotely for significant periods, finding that our software is <br />dependent upon Staff being in the office to review paper applications. Staff discussed with <br />counterparts from other cities, concluding that our software is obsolete. After meeting with <br />several venders and their client cities, Staff is recommending purchasing BSA permit software. <br />Discussion: <br />Permit software is used by Community Development, Administration, and Public Works <br />departments to review, approve, and administer permits and licenses. Currently, permit and <br />license review involves Staff transcribing information from paper into PermitWorks, reviewing <br />paper and online maps, and looking up internal city and external state and federal databases. It <br />often takes Staff more time to input data than it takes to review the application. <br />There's about a dozen software venders. After reviewing demonstrations over several weeks, it <br />was difficult to remember differences. Thus, Staff stopped at four; BSA, iWorq, OpenGov, and <br />Tyler Systems. Staff then met with or spoke to client cities from each of the four venders. <br />Staff is recommending BSA, based on participating in BSA's online demonstration, in -person <br />discussions with staff from New Brighton and Shoreview of their experience, and competitive <br />costs. After the City and BSA enter into the agreement, training will take place in early winter. <br />Our PermitWorks license expires in March, 2023. <br />Strategic Plan Strategy/Goal: <br />Prioritize services and eliminate low priority services. <br />Financial Impact: <br />$ 9,285 Annual service fee <br />$ 1,400 Annual host fee <br />$70,050 2022 implementation <br />Recommendation: <br />Upon acceptance of the City Attorney, Staff requests that the City Council authorize the City <br />Administrator to sign a Software Services Agreement with BS&A. <br />R spe tfully, <br />Jo"he , AICP <br />Community Development Director <br />Attached <br />Resolution 9632 <br />