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Because of the OCE issues, the Building Division did not pay the OCE scanning software maintenance fee for the current year. For that reason, the Building Division is not eligible for a software upgrade that could resolve the software/operating system incompatibility. Recently,Clear Village,the Building Division's e-permitting vendor,provided staffwith a quote for a document management system. That proposal is attached to this staff report. ANALYSIS As proposed, the Clear Village document management system will be a web-based, open source application. With that structure, the system will be compatible with the inspection scheduling/posting tablet application that Clear Village created for the Building Division as well as the e-permitting system that Clear Village is currently developing. By providing continuity among the various applications that Clear Village has developed for the Building Division, the Clear Village document management system will provide other benefits. Those benefits include easier access to documents by building inspectors in the field,more efficient indexing of scanned documents, and the ability to allow the public access to documents over the web. In terms of pricing, the Clear Village document management proposal contains two components. The first component involves professional services and consists of installation and configuration, training,and importation of documents. The second component involves annual maintenance fees. In the attached proposal one-time and annual costs are shown for both Building and Utilities. FUNDING For Building,the one-time professional fees total$11,250. About half of that amount($5,500)will be paid from money budgeted in the current year but not spent on OCE software maintenance. The remainder will come from the Building Division's Enterprise Fund fund balance. As to the annual maintenance,that amount($4,800)is less than OCE maintenance which is already budgeted for next fiscal year. For Utilities,the one-time professional fees total$7,350. Currently,there are sufficient funds in the Utilities Other Professional Services(Account 47123539-033190)line item to cover that expense. In terms of annual maintenance, there are sufficient funds in the Computer Software (Account 47123536-035120) line item to cover the expense. Both accounts are in the Utilities Operating Fund. Operating Fund Revenues are derived from water and sewer sales. Like Building,Utilities will have a lower maintenance fee with Clear Village than it currently has with OCE. In the case of Utilities, the annual savings will total $1,839. FACommunity Development\Users\CDADMIN\AGENDA\2013\Request to Waive Bid Process for Updated Document Management System 070913 BCC.doc 2 5 3