Title
Business Permitting Software Application for Commercial Projects
Action
Action:
A. Adopt a resolution ratifying the Interlocal Agreement for a Business Permitting Software Application with Mecklenburg County, and
B. Authorize the City Manager to negotiate and execute a contract with Open Counter Enterprises, Inc. for implementation of a business permitting software application,
C. Approve the purchase of subscription licenses and maintenance and support services for an initial term of five years, and authorize the City Manager to purchase subscription licenses and maintenance and support thereafter for as long as the City uses the system, and to approve price adjustments and amend the contract consistent with the City’s and County’s business needs and the purpose for which the contract was awarded.
Body
Staff Resource(s):
David Weekly, Engineering & Property Management
Explanation
§ The City and Mecklenburg County are collaboratively developing a business permitting software application (Application) to make it easier for customers to understand and obtain land development, building plan approvals, and permits for commercial projects.
§ The initiative is in response to a recommendation made by Gartner, Inc., the consultant jointly hired by the City and Mecklenburg County to assess current operations with a focus on high-quality, cost- effective delivery of development planning, permitting, and inspection services.
§ The Application would be tailored for use by small business owners and others unfamiliar with the commercial permitting process at the City and Mecklenburg County. The Application has the following features:
- A single-portal for users to respond through a series of easy to answer questions - the user will receive site and building review requirements, zoning information, and associated fees.
- The ability for users to push data, entered in the Application, to the City and Mecklenburg County’s permit systems to begin the application processes, reducing duplicate entries.
§ On July 10, 2015, the City issued a Request for Qualifications (RFQ) for Business Permitting Software Application. In response to the RFQ, the City received four proposals from interested service providers.
§ The selection team, consisting of representatives from Mecklenburg County and the City, evaluated the proposals and recommends a contract to Open Counter Enterprises, Inc. as the service provider best meeting the City’s needs in terms of qualifications, experience, and cost.
§ The estimated total expenses for the first five years are $598,500.
- The first year expense is estimated to be $182,500 for implementation of the Application.
- The ongoing subscription fees, hosting fees and maintenance costs are estimated to be $104,000 annually for the subsequent four years.
§ Approval is sought for the purchase of subscription licenses and maintenance and support after the initial five year term for as long as the City uses the system, with such price adjustments and contract amendments as the City Manager deems appropriate, consistent with the City’s and County’s business needs and the purpose for which the contract was awarded.
§ In accordance with the interlocal agreement, the City will serve as the lead agency to manage the Application; Mecklenburg County will reimburse the City for 50% of the estimated total expenses.
§ The Mecklenburg County Board of Commissioners will consider the interlocal agreement on April 19, 2016.
Charlotte Business INClusion
No subcontracting goal was established because there are no subcontracting opportunities (Part C: Section 2.1(a) of the Charlotte Business INClusion Policy).
Fiscal Note
Funding: Engineering & Property Management Operating Budget
Attachments
Attachment
Interlocal Agreement
Resolution