Fiscal Note
This resolution authorizes an additional $923,672 in expenditure authority in the 2008 Capital Budget and amends the 2009 and 2010 Capital Improvement Program (CIP) by adding an additional $700,000 in expenditure authority to the 2009 CIP and deleting $100,000 in expenditure authority from the 2010 CIP. These expenditures will be funded using a combination of General fund supported borrowing, Public Health of Madison and Dane County supported borrowing, Water, Sewer and Stormwater Utility resources. This resolution also authorizes a contract be executed with Accela, Inc., which is not to exceed $2.6 million and creates current budgetary authority of up to $2M for this project. Therefore, even though this resolution amends future year Capital Improvement Programs to include additional expenditure authority, all expenses in excess of $2M in this project will need to be officially authorized in subsequent Operating or Capital Budgets.
The $923,672 in additional expenses in 2008 will be partially funded with $607,672 from promissory note proceeds. This will result in an estimated increase in debt service payments of $79,000 for ten years commencing in 2009. Of this estimated increase in annual debt service, approximately $50,000 will be supported by the City's general fund and $29,000 will be supported by Public Health of Madison and Dane County. The remaining $316,000 in additional expenditure authority in 2008 will be funded using Water, Sewer and Stormwater Utility resources.
The 2008 budgetary changes will affect the following accounts:
$403,080 CE34-58015-810558-00-0000000-00000000-00000000
$129,808 UA77-58015-810558-00-0000000-00000000-00000000
$295,592 CE34-58510-810558-00-0000000-00000000-00000000
$95,192 UA77-58510-810558-00-0000000-00000000-00000000
($382,672) CE34-79140-810558-00-0000000-00000000-00000000
($225,000) UA77-79140-810558-00-0000000-00000000-00000000
($135,000) CE34-79464-810558-00-0000000-00000000-00000000
($110,000) CE34-79460-810558-00-0000000-00000000-00000000
($71,000) CE34-79461-810558-00-0000000-00000000-00000000
Title
Amending the 2008 Information Technology Capital Budget to add additional expenditure authority for the Enterprise Land and Asset Management system (budget project titled as "Enterprise Permit and Licensing Syst."). Further, amending the 2009 and 2010 Information Technology Capital Improvement Program for this project, and authorizing the Mayor and City Clerk to execute a contract with Accela, Inc.
Body
Background
There are 15 or more separate systems throughout the City that deal with permitting and inspection processes, including the plan review process, zoning applications and licensing, and asset management functions. These separate systems result in duplication of processes and data, coordination of resources on an ad-hoc basis, and silos of information that are not accessible to those that need it, making correlation of data difficult and in some cases impossible.
The Enterprise Land and Asset Management System project would replace these stand-alone systems with a single integrated system that will interface with the City's Geographic Information System and Electronic Document Management System. It would have a web-based component that would move the City towards a "one-stop shop" for business and citizens who need to interact with City government, allowing them to transact business via the Internet.
The system allows tracking of applications and approval processes via the web and provides remote access for many of the City's "field" personnel, increasing the efficiency of their operations (e.g., Building Inspectors, Code Enforcement Inspectors, Fire Inspectors, Health Establishment Inspectors, Utility Crews, Forestry Crews, etc.). The system will allow citizens to inform city staff about damaged infrastructure (street potholes, dark streetlights) and property complaints (snow and ice removal, long grass and weed control) by generating work orders for follow up.
The initial functional areas of City government that will be incorporated into this system are: plan review and zoning, building and sign permits, building inspection and code enforcement, contractor licensing, rent abatement, fire inspection, health inspections and licenses, business licenses (restaurant, alcohol, etc.), bicycle registrations, dog & cat licensing, animal control incidents, service requests (report-a-problem), Parks (trees, parks, landscaping, mowing areas), Parking Utility (parking meters, parking spaces), Traffic Engineering (signs, street lights, traffic lights), Engineering (Facilities maintenance of 300 + buildings), Sewer Utility inventory (lift stations, mains, valves, meters), Water Utility inventory (pumps, wells, valves, meters, mains).
For example, the system can inform Building Inspectors of work orders from other agencies that might impact their inspections. It can let Public Works staff know about permits issued for HAZMATs at a site. And it can speed coordination among City agencies trying to get citizens and business back on their feet following a natural disaster.
Staff conducted a Return on Investment study on three of the initial 18 functional areas that the new system would serve: Building & Sign Permits Issuance, Building Inspection & Code Enforcement, and Sewer Utility Operations. Staff found an average annual value of productivity increase of $1,348,548, or $13,485,480 over a ten-year period.
An inter-agency team representing Engineering, Water Utility, Sewer Utility, Planning, Building Inspection, Zoning, Code Enforcement, Comptroller, and Information Technology advertised, received, reviewed, and evaluated proposals for an Enterprise Land and Asset Management System in accordance with Section 4.26 of the Madison General Ordinances.
After interviewing nearly a dozen impacted City agencies and consulting the La Follette Study, the team issued an RFP in February of 2007 with a functional requirements section of 91 pages. The team communicated with 18 vendors, resulting in five written responses in excess of 100 pages each. The team then arranged for on-site demonstrations with two finalists in mid 2007 that involved upwards of 60 City staff, and conducted written reference checks with eight cities and held conference calls with six cities that used the respective vendors.
The team further narrowed the choice to one vendor and conducted a site visit to Oklahoma City, OK, in late November 2007. The site visit confirmed the team's decision to award the contract to Accela, Inc. of San Ramon, CA, a market leader in government software with 500+ government agencies as their customers throughout North America and with 30 years of software development in government.
Resolution
WHEREAS, this new Enterprise Land and Asset Management system will result in increased transparency of processes, greater availability of information, better responsiveness to citizens and businesses, and greater convenience of transacting business on-line; and
WHEREAS, the system will equip field personnel with devices that provide needed real-time data, leading to increased efficiencies that can reduce staffing costs, and allow for better allocation and coordination of City resources; and
WHEREAS, this project would serve as the foundation for a Dial 311 or other hotline for municipal services and information; and
WHEREAS, this project compliments The Natural Step program by reducing paper consumption and
reducing driving and parking congestion downtown by inspectors, contractors, and citizens; and
WHEREAS, funding of $1,576,328.02 has been allocated to this project to date, comprised of $676,328.02 in authorization from the sale of surplus property in 2006, $400,000 from the 2008 Information Technology Capital Budget and additional allocations of $500,00.00 in 2009 and 2010; and
WHEREAS, the RFP estimated the need for 50 software licenses but further analysis indicates 245 software licenses are needed -- nearly a five-fold increase; and
WHEREAS, as a result of further due diligence, the current estimated expenses for this project are $2,000,000 in 2008 and $1,100,000 in 2009 for a total project cost of $3,100,000.00;
NOW, THEREFORE, BE IT RESOLVED, that the 2008 Information Technology Capital Budget be amended to include an additional $923,672 in expenditure authority for the Enterprise Permit and Licensing System project. This additional authority will be funded with an increase of $382,672 in general obligation proceeds attributable to the tax levy, $225,000 in general obligation proceeds attributable to Public Health of Madison and Dane County, $135,000 in a transfer in from the Water Utility, $110,000 in a transfer in from the Sewer Utility, and $71,000 in a transfer in from the Stormwater Utility; and
BE IT FURTHER RESOLVED, the 2009 Information Technology Capital Improvement Program, Enterprise Permit and Licensing System project be amended to include an additional $700,000 in expenditure authority to funded by $194,000 in general obligation proceeds attributable to the tax levy, $225,000 in general obligation proceeds attributable to Public Health of Madison and Dane County, $100,000 in a transfer in from the Water Utility, $110,000 in a transfer in from the Sewer Utility, and $71,000 in a transfer in from the Stormwater Utility; and
BE IT FURTHER RESOLVED, the 2010 Information Technology Capital Improvement Program, Enterprise Permit and Licensing System project, be amended to remove $100,000 in funding; and
BE IT FURTHER RESOLVED, the 2008 and 2009 Information Technology Capital Budget project of "Enterprise Permits and Licensing Syst." be re-titled as "Enterprise Land and Asset Management"; and
BE IT FURTHER RESOLVED, that the Mayor and City Clerk are authorized to execute a Contract with Accela, Inc. for the purposes described above, at a cost not to exceed $2,600,000.00 to provide the software and associated services for this project including configuration, installation, data conversion, end-user training, administrator training, report writing and knowledge transfer; and
BE IT FINALLY RESOLVED, the Comptroller is authorized to internally borrow to finance these costs.