R-2026 - 06/14/2022 - LICENSE - Resolutions Supporting Documents ITEM 6.C.7
BOARD OF TRUSTEES MEETING
�'" '""' "' SAMUEL E. DEAN BOARD ROOM
OAK B � , K BUTLER GOVERNMENT CENTER
r 041 1200 OAK BROOK ROAD
OAK BROOK, ILLINOIS
630-368-5000
AGENDA ITEM
Regular Board of Trustees Meeting
of
June 14, 2022
SUBJECT: Award of Contract—Online Software for Permitting, Inspections, Licensing
and Business Registry
FROM: Jim Fox, Information Technology Director and
Or-
Rebecca VonDrasek, Development Services Director/
BUDGET SOURCE/BUDGET IMPACT: Information Technology Program 151-91600
RECOMMENDED MOTION: I move that the Village Board waive the formal request for
proposals process since Village staff has obtained competitive price quotes from three sources and
conducted multiple product demonstrations, and award a 5-year agreement,pending final Village
Attorney and staff review, to OpenGov, San Jose, CA, in amount of$100,472.00 (2022 budget
year) for the purchase of online Software to be used for Permitting, Inspections, Licensing, and
Business Registry, and approve Resolution 2022-IT-TECH-BIZ-REG-R2026.
Backtiround/Historv:
Currently, the Village utilizes a Microsoft Access database that was written by Information
Technology Staff over 20 years ago for permitting, inspections, and license processing. Each of
these processes are typically handled in person with data entry completed by Village Staff.
Development Services Permitting is completed through a series of non-electronic paper-based
reviews and payment steps. Over the past two years, the Coronavirus pandemic has shed more
light on the challenges that these processes bring to Village residents,businesses, and staff.
Over the past 12 months, Village staff has been investigating software platforms that allow
residents to perform common tasks such as applying for building permits,animal licenses,business
licenses, and alcohol licenses online rather than in person. Several products have been evaluated
including modules available from the Village's Munis ERP product. Throughout the evaluation
process, Village staff has found that the best overall value and software functionally is the
OpenGov solution.
GS.
Staff expects the proposed software solution to provide convenience, timesavings, and process
improvement for both Village residents, businesses, and staff; it would also significantly reduce
in-person visits to Village Hall.
The OpenGov platform has several advantages over other solutions including the ability to:
• provide citizens an easy-to-use,online portal to apply for,track,and pay for various permits
&licenses
• engage with the Village staff responsible for each process in real-time
• reconcile payments directly to Tyler Munis (resolving manual double-entry)
• request& schedule inspections
• be implemented and operational in a significantly lower time than its competition
Staff is recommending that we pursue OpenGov, as this software operates and is hosted in the
"Cloud", meaning that is accessible anywhere where there is internet connectivity. Staff will not
be required to maintain any infrastructure to provide service to the community. It is also very
flexible and can be designed to provide workflow processing for many other types of
transactions/staff review and case procedures in the future. The software also provides code
enforcement and licensing solutions. This will allow staff from multiple Department to utilize a
common software in the same platform allowing staff to see any active permits,zoning allowances,
licensing and code, and/or ordinance violations for addresses in real time.
Beyond reducing the need for in person submittals,OpenGov PLC will provide enhanced customer
service through an online customer service portal that will educate businesses and citizens about
permitting and licensing requirements and allow drafting and submitting applications with
payment of fees online. After submittal of applications, constituents will be able to track permit
progress and communicate with Village staff through the review and approval process. For those
that are unable or not comfortable with online submittal, Village Staff will able to enter permits
and documents for our citizens, as is occurring now.
The proposed project also includes integration with Bluebeam Revu. This software system allows
for Cloud based PDF markup and collaboration and commonly used today by architects,engineers,
and contractors throughout the lifecycle of a building project. This system will allow Village staff
to electronically compare project documents, and receive and review plans for approval.
The proposed project also includes the ability for the Village to collect online payments for
building permits and licensing fees. Village staff is continuing to investigate this option and will
report to the Village with additional details and available options in the near future.
As an additional benefit, included with our license is a sophisticated web-based reporting tool and
dashboarding platform that integrates with the Village's Munis system.This will allow staff to run
detailed reports from Munis easier and faster than is currently possible and will allow us to build
dashboards for business intelligence to aid in data-driven decisions. Additionally, this reporting
platform allows for the ability to promote transparency and accountability by taking the same
relevant information & interactive dashboards and gives us the ability to add context, narrative,
media (pictures, videos), and provides access to this information to our citizens on the Village's
website.
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Budget Impact:
OpenGov is a web-based Software as a Service (SaaS) system, and as such requires an industry-
standard annual recurring cost. The benefits of a multi-tenant system are that OpenGov maintains
the platform for software updates and security fixes, as well as providing the hardware and
infrastructure to deliver the service with multiple redundancies to provide a secure, cost-effect
solution.
The Village would pay$49,872 per year to OpenGov for the software subscription and technical
support. A one-time fee of$50,600 would be paid for the deployment and professional services to
build various permits, licenses, and other key workflows identified by Village staff. Staff would
be involved in this initial buildout, and after these applications are completed, it is our intention to
build future applications in-house, reducing the need for any further professional services.
5 Year Cost Summary:
• Year 1 $100,472 (includes one-time fee for deployment and professional services)
• Year 2 $49,872
• Year 3 $49,872
• Year 4 $49,872
• Year 5 $49,872
The proposed agreement includes a Nonappropriation Clause to allow termination of the
agreement in the event funding is no longer available for this project.
Recommendation
That the Village Board waive the formal request for proposals process since Village staff has
obtained competitive price quotes from three sources and award a 5-year agreement,pending final
Village Attorney and staff review to OpenGov, San Jose, CA in the amount of$100,472.00(2022
budget year) for the purchase of online Software to be used for Permitting, Inspections, Licensing
and Business Registry, and approve Resolution 2022-IT-TECH-BIZ-REG-R2026..
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