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Kittitas County Staff Report <br />Permit Software Recommendation <br />From: Permit Software Selection Team <br />Sponsors: Robin Read, Public Health Administrator; Doc Hansen, Interim Community <br />Development Services Director; Jim Goeben, IT Director <br />To: Board of County Commissioners <br />Date: June 13, 2016 <br />Request: Award the Request for Proposal for Permit Tracking Software (RFP#: KCIT 14-1) to <br />SMARTGov, authorize staff to negotiate costs, and direct staff to return to the board <br />with a contract for services. <br />Background <br />Initial process <br />The Board of County Commissioners (BOCq directed a Permit Software Team (team) be formed to <br />investigate options for replacing Tyler Technologies' Eden permit tracking software; Eden will soon reach <br />end-of-life development and county staff doesn't use the software consistently because its functionality <br />does not meet their needs. The team utilized LEAN principals to manage the project. A charter <br />document was created which defined the scope of the project as "recommend to the BOCC to purchase <br />or build an in-house application to replace Eden permitting software for the efficient processing of <br />permits, effective communication with the public, and compliance with applicable regulations." <br />On August 15, 2014, the BOCC approved the team's recommendation to: <br />1. Conduct a survey of permit software users in local government agencies in WA <br />2. Issue a Request for Proposals (RFP) from qualified vendors <br />The team performed the survey of permit software users in Washington local government agencies, and <br />reviewed the Association of City and County Information Systems software survey. The combined <br />surveys showed there was little consistency in the software used by other counties and cities, and the <br />most frequently used vendor provided software was Paladin's SMARTGov. <br />An RFP to provide a comprehensive, fully integrated, permit tracking system was issued on September 2, <br />2014. Nine (9) vendors submitted qualified responses. The team rated each response and invited the <br />vendors with the top 3 scores to make in-person presentations. It also asked the Information <br />Technology (IT) department to respond to the RFP and present a plan to build a permit tracking software <br />in-house. The least expensive vendor-provided software was Paladin's SMARTGov. <br />Page 1 of 10