Executive/Council Action Form (ECAF)
ITEM TITLE:
Title
Motion 24-367, approving and authorizing the County Executive to execute Amendment 10 to the Software License Agreement for Permit Tracking Software System (AMANDA)
body
DEPARTMENT: Information Technology
ORIGINATOR: Dee White
EXECUTIVE RECOMMENDATION: Ken Klein 8/30/24
PURPOSE: The purpose of this ECAF is to approve and authorize execution of Amendment 10 to the Software License Agreement for Permit Tracking Software (AMANDA) for additional professional consultant assistance with development and customization.
BACKGROUND: PDS acquired AMANDA from CSDC and has used AMANDA (a relational database) to manage workflow associated with the building and permitting processes since 1994. The system was upgraded to an unlimited use license in 1998 and upgraded and enhanced in 2001. Modules were added in 2007 and 2009, and the system was upgraded again in 2012, and 2013, and 2018. CSDC rebranded as Calytera US, Inc. in 2019, and was acquired by Granicus in 2020. Planning and Development Services plans to continue using the AMANDA software for the foreseeable future. Granicus and the County agreed to a five-year extension with optional professional services and fixed pricing through 11/30/2028. In 2023, PDS acquired a Citizen Portal where customers may submit permit applications and documents, remit fees, track the status of applications, and schedule inspections. Implementation of the Citizen Portal is proceeding well, but is taking more development hours than anticipated, and PDS needs additional professional assistance with development, and customizations which are outside the scope of normal maintenance and routine software upgrades. The additional professional services hours will not exceed Seventy-Four Thousand Nine Hundred Seventy-Five Dollars through November 30, 2028. Approval of Amendment 10 will allow PDS to obtain additional professional services for development and customization. Expedited handling is requested because PDS is in the middle of a critical implementation of the new Citizen Portal which is a permit intake system. It is imperative that PDS has a successful “go live” with no unresolved defects as soon as possible, before the subscription term for the current intake system, MyBuildingPermit.com, ends on December 31, 2024. The professional services required for this project has exceeded original estimates and PDS needs additional consulting services to meet to ensure the crucial deadline is met.
FISCAL IMPLICATIONS:
|
EXPEND: FUND, AGY, ORG, ACTY, OBJ, AU |
CURRENT YR |
2ND YR |
1ST 6 YRS |
|
193-5055114101 Professional Services |
$74,975 |
0 |
$74,975 |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
TOTAL |
$74,975 |
0 |
$74,975 |
|
REVENUE: FUND, AGY, ORG, REV, SOURCE |
CURRENT YR |
2ND YR |
1ST 6 YRS |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
TOTAL |
|
|
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DEPARTMENT FISCAL IMPACT NOTES: Funding is available in PDS’ 2024 Restricted Technology Fund approved budget.
CONTRACT INFORMATION:
|
ORIGINAL |
|
CONTRACT# |
|
AMOUNT |
$320,758 |
|
AMENDMENT |
1 |
CONTRACT# |
|
AMOUNT |
$6,000 |
|
AMENDMENT |
2 |
CONTRACT |
# |
AMOUNT |
unknown |
|
AMENDMENT |
3 |
CONTRACT |
# |
AMOUNT |
$39,000 |
|
AMENDMENT |
4 |
CONTRACT |
# |
AMOUNT |
$37,715.95 |
|
AMENDMENT |
5 |
CONTRACT |
# |
AMOUNT |
$142,100 |
|
AMENDMENT |
6 |
CONTRACT |
# |
AMOUNT |
$336,091 |
|
AMENDMENT |
7 |
CONTRACT |
# |
AMOUNT |
$704,922.16 |
|
AMENDMENT |
8 |
CONTRACT |
# |
AMOUNT |
NTE $616,555.77 plus applicable sales tax |
|
AMENDMENT |
9 |
CONTRACT |
# |
AMOUNT |
$126,387.04 plus applicable sales tax |
|
AMENDMENT |
10 |
CONTRACT |
# |
AMOUNT |
NTE $74,975 |
Contract Period
|
ORIGINAL |
START |
4/20/1994 Motion 94-122 |
END |
|
|
AMENDMENT 1 |
START |
5/14/01 Exec |
END |
7/13/2001 |
|
AMENDMENT 2 |
START |
Unknown |
END |
unknown |
|
AMENDMENT 3 |
START |
7/1/06 Exec |
END |
12/31/2006 |
|
AMENDMENT 4 |
START |
12/21/09 Motion 09-540 |
END |
11/30/2014 |
|
AMENDMENT 5 |
START |
9/27/12 Motion 12-315 |
END |
11/30/2014 |
|
AMENDMENT 6 |
START |
12/1/13 Motion 13-274 |
END |
11/30/2018 |
|
AMENDMENT 7 |
START |
12/1/18 Motion 18-214 |
END |
11/30/2023 |
|
AMENDMENT 8 |
START |
12/1/23 Motion 23-262 |
END |
11/30/2028 |
|
AMENDMENT 9 |
START |
1/1/2024 Motion 23-446 |
END |
11/30/2028 |
|
AMENDMENT 10 |
START |
Upon execution |
END |
11/30/2028 |
OTHER DEPARTMENTAL REVIEW/COMMENTS: Reviewed/approved by: Risk Management (Sheila Barker 8/27/24). Finance (Nathan Kennedy 8/28/24), and Prosecuting Attorney’s Office as to form only (Rebecca Wendling 8/26/24