SUBJECT: UPGRADE OF SIERRA PLUS/ACCELLA PERMIT SYSTEM

 

Recommendation:

That the City Council approve the request to upgrade to the Sierra Plus/Accella computer permit system by appropriating an additional $11,880 for purchase of software, hardware, data migration and assessor parcel information update, installation and maintenance.

 

Background:

The City has been utilizing the Sierra permit system, which was purchased in January 1994. All building, electrical, mechanical and plumbing permits are issued entirely by computer utilizing the Sierra permit system. The system is DOS based rather than Windows based requiring DOS commands for its use. Switching in and out of DOS to Window functions complicates preparing and issuing permits. The DOS system also complicates training on the computer system as it requires function key commands as opposed to a Windows based system utilizing the more intuitive point and click window/icon commands. The utility of the permitting system is reduced, since currently only two clerical staff can efficiently use it.

 

Analysis

The annual budget currently contains an allocation of $14,000 for the Sierra upgrade which did not include charges for a new server, required with any new window based system, annual maintenance fees, on-site support fees and updated assessor parcel information. On March 1, 2001, the costs for basic data migration service (data conversion) are scheduled to increase by $8000, however the current bid will not reflect this increase.

Several vendors were contacted regarding comparable window based systems. The costs were similar or in one case exceeded the cost of the Sierra Plus/Accella system. As the City’s current permitting system is a Sierra product, staff believes the proposed upgrade requiring conversion of existing data will present less problems in set-up and implementation by the company that designed and installed the original system.

Accella provides permit software and support for 80% of the municipalities with computerized permitting systems. The new system will eventually make it possible to incorporate on-line permitting (e-permitting) software for certain permits and general use by the public for on-line review of project status.

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