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TO AUTHORIZE THE MAYOR TO ENTER INTO CONTRACT WITH THE DAVENPORT GROUP USA FOR BUILDING PERMIT SOFTWARE; AND TO SUPPLEMENTALLY APPROPRIATE $67,200; AND TO DECLARE AN EMERGENCY.
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WHEREAS, in 2015, the Building Division contracted with Supplier Six Sigma to complete a process improvement plan in order to improve efficiency as it relates to issuing commercial alteration permits; and
WHEREAS, the goal was to ensure that our process was as efficient as possible by eliminating unnecessary steps, improving existing steps, ensuring quality inputs and outputs, and providing a comprehensive evaluation of permitting software needs; and
WHEREAS, the need for new software was identified as being paramount to the successful streamlining of all permitting processes as it would reduce the demand on staff required to answer permitting questions by increasing functionality and creating a public portal for application submittal, inspection scheduling, permit status, etc.; and
WHEREAS, Supplier Six Sigma identified that over 15 hours a week of staff time was devoted to addressing permit related questions and that the functionality of our current software was creating inefficiencies with respect to application entry, commenting, reporting, etc; and
WHEREAS, the Planning & Development Department issued a Request for Proposal (RFP) to solicit proposals to address the software needs identified by Supplier Six Sigma; and
WHEREAS, twelve proposals were received and three software vendors were selected for interviews and product demonstrations; and
WHEREAS, staff unanimously agreed that the Davenport Group offered the most economical solution to the software deficiencies identified by Supplier Six Sigma; and
WHEREAS, a supplemental appropriation in the amount of $67,200 to cover the expense of the software; and
WHEREAS, it is imperative to proceed with this Ordinance in order to begin the process and transition to the new software during the winter months when the Building Division activity is at its slowest, and all for the preservation of the public peace, property, health, safety and welfare.
NOW, THEREFORE, BE IT ORDAINED BY THE COUNCIL OF THE CITY OF GAHANNA, COUNTY OF FRANKLIN, STATE OF OHIO:
Section 1. That the Mayor is hereby authorized to enter into agreement with The Davenport Group USA, Ltd., 651 West Terra Cotta Avenue, Suite 231, Crystal Lake, Illinois 60014, for building permit software, said agreement attached hereto as EXHIBIT A, and made a part herein.
Section 2. That funding in the amount of SIXTY SEVEN THOUSAND TWO HUNDRED DOLLARS ($67,200) is hereby supplementally appropriated from the unencumbered, unappropriated balance of the General Fund to Account No. 101.344-5251, Tech Maintenance, to further cover the herein costs.
Section 3. That ORD-0163-2014, passed December 15, 2014, is hereby amended to reflect this supplemental appropriation.
Section 4. That, for the reasons set forth in the preamble hereinabove, this Ordinance is declared emergency legislation and shall be in full force and effect immediately upon passage by this Council and on date of signature approval by the Mayor.