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ITEM 3.3 GIS Code Enforcement0 OtkgoF MINNESOTA V DEPARTMENT INFORMATION Request for City Council Action ORIGINATING DEPARTMENT: REQUESTOR: MEETING DATE: Planning City Planner Licht 24 November 2014 PRESENTER(s): REVIEWED BY: ITEM #: Consent Agenda City Administrator Johnson 3.3 — GIS Code Enforcement AGENDA ITEM DETAILS RECOMMENDATION: City staff recommends approval from a quote from Hakanson Anderson/Midwest CAD for a GIS Code Enforcement module. ARE YOU SEEKING APPROVAL OF A CONTRACT? IS A PUBLIC HEARING REQUIRED? No. No. BACKGROUND/JUSTIFICATION: The 2014 budget included $6,500 for the purchase of software for code enforcement activities compatible with the City's existing software packages. City staff contacted Permitworks, the firm that provides the software used by the Department of Building Safety for building permit administration and Hakanson Anderson/Midwest CAD Solutions for quotes. ■ Permitworks provided a webinar to demonstrate the functionality of their code enforcement module. The module was highly functional but does not include a map component. The upfront cost and license expense for the PermitWorks software also exceeds the budget for the initial software installation and no amount has been budgeted for on-going use. ■ Hakanson/Midwest would create a map and property data based module for the City's GIS system to accomplish the above outlined work tasks. City staff will need to determine how initial complaints will be entered into the system, which will depend on the persons given access to the GIS system. The quoted cost for the module setup is $1,950 and there would be a $40 license fee for an additional mobile user to allow field use. The map based code enforcement module is the key element that City staff is looking for in the software. The other elements of the code enforcement software will be similar to other GIS modules that may be used by the Streets Department and Utility Department so no issues are expected from a functionality standpoint. Given the comparable functionality, ability to use GIS map based information and significantly lower cost, our office is recommending accepting the quote from Hakanson/Midwest for the Code Enforcement module. The Administrative Subcommittee discussed the Code Enforcement software proposals at their meeting on 12 November 2014, including the logistics for City staff to enter complaints into the system as they are received. Based on the integration with the City's existing GIS programs, map based functionality and cost well within the budget, the Administrative Subcommittee recommended the City Council accept the Hakanson/Midwest proposal. SUPPORTING DOCUMENTS: ❑ ATTACHED ❑ NONE A. PermitWorks proposal B. Hakanson/Midwest CAD POSSIBLE MOTION Please word motion as you would like it to appear in the minutes. Motion to approve a proposal from Hakanson Anderson/Midwest CAD for development and implementation of a GIS Code Enforcement Module for $1,950 and approve $40 for an additional mobile GIS user license. BUDGET INFORMATION FUNDING: I BUDGETED: ❑ YES NA ACTION TAKEN ❑ NO n APPROVED AS REQUESTED ❑ DENIED ❑ TABLED ❑ OTHER (List changes) COMMENTS: 0 OtkgoF MINNESOTA V DEPARTMENT INFORMATION Request for City Council Action ORIGINATING DEPARTMENT: REQUESTOR: MEETING DATE: Planning City Planner Licht 24 November 2014 PRESENTER(s): REVIEWED BY: ITEM #: Consent Agenda City Administrator Johnson 3.3 — GIS Code Enforcement AGENDA ITEM DETAILS RECOMMENDATION: City staff recommends approval from a quote from Hakanson Anderson/Midwest CAD for a GIS Code Enforcement module. ARE YOU SEEKING APPROVAL OF A CONTRACT? IS A PUBLIC HEARING REQUIRED? No. No. BACKGROUND/JUSTIFICATION: The 2014 budget included $6,500 for the purchase of software for code enforcement activities compatible with the City's existing software packages. City staff contacted Permitworks, the firm that provides the software used by the Department of Building Safety for building permit administration and Hakanson Anderson/Midwest CAD Solutions for quotes. ■ Permitworks provided a webinar to demonstrate the functionality of their code enforcement module. The module was highly functional but does not include a map component. The upfront cost and license expense for the PermitWorks software also exceeds the budget for the initial software installation and no amount has been budgeted for on-going use. ■ Hakanson/Midwest would create a map and property data based module for the City's GIS system to accomplish the above outlined work tasks. City staff will need to determine how initial complaints will be entered into the system, which will depend on the persons given access to the GIS system. The quoted cost for the module setup is $1,950 and there would be a $40 license fee for an additional mobile user to allow field use. The map based code enforcement module is the key element that City staff is looking for in the software. The other elements of the code enforcement software will be similar to other GIS modules that may be used by the Streets Department and Utility Department so no issues are expected from a functionality standpoint. Given the comparable functionality, ability to use GIS map based information and significantly lower cost, our office is recommending accepting the quote from Hakanson/Midwest for the Code Enforcement module. The Administrative Subcommittee discussed the Code Enforcement software proposals at their meeting on 12 November 2014, including the logistics for City staff to enter complaints into the system as they are received. Based on the integration with the City's existing GIS programs, map based functionality and cost well within the budget, the Administrative Subcommittee recommended the City Council accept the Hakanson/Midwest proposal. SUPPORTING DOCUMENTS: ❑ ATTACHED ❑ NONE A. PermitWorks proposal B. Hakanson/Midwest CAD POSSIBLE MOTION Please word motion as you would like it to appear in the minutes. Motion to approve a proposal from Hakanson Anderson/Midwest CAD for development and implementation of a GIS Code Enforcement Module for $1,950 and approve $40 for an additional mobile GIS user license. BUDGET INFORMATION FUNDING: I BUDGETED: ❑ YES NA ACTION TAKEN ❑ NO n APPROVED AS REQUESTED ❑ DENIED ❑ TABLED ❑ OTHER (List changes) COMMENTS: 0 OtkgoF MINNESOTA V DEPARTMENT INFORMATION Request for City Council Action ORIGINATING DEPARTMENT: REQUESTOR: MEETING DATE: Planning City Planner Licht 24 November 2014 PRESENTER(s): REVIEWED BY: ITEM #: Consent Agenda City Administrator Johnson 3.3 — GIS Code Enforcement AGENDA ITEM DETAILS RECOMMENDATION: City staff recommends approval from a quote from Hakanson Anderson/Midwest CAD for a GIS Code Enforcement module. ARE YOU SEEKING APPROVAL OF A CONTRACT? IS A PUBLIC HEARING REQUIRED? No. No. BACKGROUND/JUSTIFICATION: The 2014 budget included $6,500 for the purchase of software for code enforcement activities compatible with the City's existing software packages. City staff contacted Permitworks, the firm that provides the software used by the Department of Building Safety for building permit administration and Hakanson Anderson/Midwest CAD Solutions for quotes. ■ Permitworks provided a webinar to demonstrate the functionality of their code enforcement module. The module was highly functional but does not include a map component. The upfront cost and license expense for the PermitWorks software also exceeds the budget for the initial software installation and no amount has been budgeted for on-going use. ■ Hakanson/Midwest would create a map and property data based module for the City's GIS system to accomplish the above outlined work tasks. City staff will need to determine how initial complaints will be entered into the system, which will depend on the persons given access to the GIS system. The quoted cost for the module setup is $1,950 and there would be a $40 license fee for an additional mobile user to allow field use. The map based code enforcement module is the key element that City staff is looking for in the software. The other elements of the code enforcement software will be similar to other GIS modules that may be used by the Streets Department and Utility Department so no issues are expected from a functionality standpoint. Given the comparable functionality, ability to use GIS map based information and significantly lower cost, our office is recommending accepting the quote from Hakanson/Midwest for the Code Enforcement module. The Administrative Subcommittee discussed the Code Enforcement software proposals at their meeting on 12 November 2014, including the logistics for City staff to enter complaints into the system as they are received. Based on the integration with the City's existing GIS programs, map based functionality and cost well within the budget, the Administrative Subcommittee recommended the City Council accept the Hakanson/Midwest proposal. SUPPORTING DOCUMENTS: ❑ ATTACHED ❑ NONE A. PermitWorks proposal B. Hakanson/Midwest CAD POSSIBLE MOTION Please word motion as you would like it to appear in the minutes. Motion to approve a proposal from Hakanson Anderson/Midwest CAD for development and implementation of a GIS Code Enforcement Module for $1,950 and approve $40 for an additional mobile GIS user license. BUDGET INFORMATION FUNDING: I BUDGETED: ❑ YES NA ACTION TAKEN ❑ NO n APPROVED AS REQUESTED ❑ DENIED ❑ TABLED ❑ OTHER (List changes) COMMENTS: SOFTWARE MODULES Software 2015 Annual License SSP Code Enforcement Module $4995.00 $1495.00 Software Totals $4,995.00 $1,495.00 IMPLEMENTATION & TRAINING SERVICES Code Enforcement Implementation & Training $3000.00 Implementation & Training Total (Billed by the hour -toot to exceed) $3,000.00 COST SUMMARY TOTALS Software License Fees $4,995.00 2015 Software Support Fees (prorated according to month of purchase) $1,495.00 Implementation & Training Services $3,000.00 Total Estimate $9,490.00 Annual Recurring Costs $1,495.00 PERMITS & INSPECTIONS CODE ENFORCEMENT LICENSING: CONTRACTOR BUSINESS ANIMAL GEOBASE &-1/1--RK h i PLANNING PERMIT, '"' CODE ENFORCEMENT Keep track of cases with ease SOFTWARE SUITE FOR MUNICIPALITIES Customizable action system automates due dates. From the initial complaint through to tracking a violation this Code Enforcement module is designed to keep you organized. Automated actions, based on case type, prompt the user when a due date has arrived. User defined fields and tabs based on case type provide space for all case information. Integrate with Microsoft _ Outlook tasks. Report on pending cases, closed cases along with other standard reports. Integrate with your document management program and GIS system. JJ xl, c.w r,t3•DDooz 1>rx r. CueAddms: 11056SKEPJMISTW Agent r Men PIN Address General IpNonel r Md—.VM Addma PR0PERTY0VINER Primer Ownet -'I P.M— Company[ Date I Tyra I Aa UnapP3ed Rae Os!e Namr. 11ARWI L LUTZ 1WO13 SCO Fees i Payments SNN1: 1p5b SHERiN1 elm?L NOTICE Passed Ir'1013 VQ013 Address: 0. 51--tt kii. Ff TREIISFECTON City: IROSEVLLE 10=13 5 C Voided Rr:l— Stets: I ZIP: 5511} lell Q Pa..ed 1111,013 111'11013 Phone (6511 MS•5a13 ReeNpletl . Voided E-wd aadreu: F.kd ZSC013 MR013 Compkint Tree: REFUSECOUCH Da!eta AI.D OTHER CEER6 N FRONT TARO Properry Type: ftESW EtlT1=L J Notes: $00 Sto/h RILEl'trATTHE':: S J Ad— Ptosed I Amur Oyrl 1 Volub— I Agent Na- JANOINUOUS, A1NNFVY0U5 I Sheet: D Aden.- Sats I Dale O.k Due Fee �I 5.11: = Z.P:Q1� JJ J e;rrNL SME 115PECT10N F. 1[111013 1WO13 SCO Fees i Payments Gob Bd` elm?L NOTICE Passed Ir'1013 VQ013 SAO 0. 51--tt kii. Ff TREIISFECTON F.kd 1/1112013 10=13 5 C Voided Rr:l— Voided Date: I SE CONDRORCE Pa..ed 1111,013 111'11013 S.Go SECOND RE.PiSpECron F.kd ZSC013 MR013 5CID Da!eta FflA NORCE Pease,71111013 21,1013 $00 J om COMPLAINAMf Agent Na- JANOINUOUS, A1NNFVY0U5 I Sheet: D Adtlresr City: �I 5.11: = Z.P:Q1� JJ J Mon.: E.MUI: Fees i Payments Fees: $10000 WtrPsyroent Pa W: SCO Last PaW� 0. 51--tt LeatRerslpLl I- Enloraement Ceae Stilus - Casa Status: OFen - Entered RY: AOtNI Compl.IM Data: "1 013 Voided Rr:l— Voided Date: I [baed By.1— Close Dale: �- 2223 5TH ST #10907 SAINT PAUL, MN 55110-3024 Phone: 651-762-2458 ext. 2 E-mail: maryn@permitworks.co November 6, 2014 Lori Johnson, City Administrator and City Council of Otsego This proposal is for the Code Enforcement web and mobile application, which will work in parallel with the current GIS Cloud application already implemented at the City of Otsego. The code enforcement map will feature alook similar of the planning map for Otsego, with the exception of data created to enhance code enforcement collection efforts for the city. The map will be part of the cities map gallery and only shared to those with access to the site as needed. In addition, there will be a mobile application (data collection form) built to collect features from a specific code enforcement inspection, which will be synced automatically upon collection from the form to the map; just as all the Otsego maps and applications work together. The intention of this proposal is to further define and enhance the application to capture specific data and record information pertinent to a typical city code enforcement inspection. This code enforcement, GIS Cloud application will offer a series of inputs to the form which is synced with the GIS Cloud code enforcement map application. Data entry into the spatial database will be performed by either Midwest CAD Solutions or Hakanson Anderson as an editor license is required to modify the database(s). Currently, to save the city money we are maintaining the spatial database in the cloud to prevent errors from non -GIS personnel. If the city requests a copy of the editor license for data entry for this app, we can provide this for an added monthly fee. Project Workflow Current workflow for the code enforcement application is as follows: 1. City planner or city staff will take a city iPad (GIS Cloud application installed on mobile devices as needed) out for inspection. 2. The user will begin the inspection as needed (user will collect these properties) a. User will select property for code inspection (Property Owner/address/PID Number, etc.) b. Date of Inspection c. Inspector Name or Initials d. Field to capture future inspection 14 days from original inspection date e. Violation Type and Description(s) and/or Comments Field for specific violation information. f. Photo, Video or Audio capture method (stores the media with the inspection record) g. Violation History Tracking Project Approach The scope of this project is to build a map application and mobile component to serve as the foundation of tracking code enforcement inspections for the City of Otsego. This application will be built using the GIS Cloud web and mobile application to simplify the process. For this project, I recommend 1 Phase to complete, see below: ➢ Phase 1: Set up web map application, assign users to view the map using current GIS cloud map licensing ($0 cost for the city monthly, unless we add additional licenses. Additional viewer or mobile licenses are $40 each additional person/license type). Build mobile application to be used for web map, build form, data management, test application and deploy to users. Creation of training guide(s) and provide support as needed in conjunction with the GIS Cloud web and mobile application project. Understanding that all support efforts must be approved by the city before continuing. Phase 1: Project approximate hours to complete = 25 ➢ GIS Consultant/Developer = 25hrs ($1950) Total Project Cost: $1950 a. User will select property for code inspection (Property Owner/address/PID Number, etc.) b. Date of Inspection c. Inspector Name or Initials d. Field to capture future inspection 14 days from original inspection date e. Violation Type and Description(s) and/or Comments Field for specific violation information. f. Photo, Video or Audio capture method (stores the media with the inspection record) g. Violation History Tracking Project Approach The scope of this project is to build a map application and mobile component to serve as the foundation of tracking code enforcement inspections for the City of Otsego. This application will be built using the GIS Cloud web and mobile application to simplify the process. For this project, I recommend 1 Phase to complete, see below: ➢ Phase 1: Set up web map application, assign users to view the map using current GIS cloud map licensing ($0 cost for the city monthly, unless we add additional licenses. Additional viewer or mobile licenses are $40 each additional person/license type). Build mobile application to be used for web map, build form, data management, test application and deploy to users. Creation of training guide(s) and provide support as needed in conjunction with the GIS Cloud web and mobile application project. Understanding that all support efforts must be approved by the city before continuing. Phase 1: Project approximate hours to complete = 25 ➢ GIS Consultant/Developer = 25hrs ($1950) Total Project Cost: $1950 Thank you so much for the opportunity to provide GIS services to the City of Otsego. Sincerely, Michael R. Candy Senior GIS Consultant Midwest CAD Solutions mikeckmcscad.com 612.910.9512 www.mcscad.com