HomeMy WebLinkAbout3.2 - 1243 Donation for Electronic Plan Check Pilot Pr
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STAFF REPORT
CITY COUNCIL
DATE: December 6, 2016
TO: Honorable Mayor and City Councilmembers
FROM:
Christopher L. Foss, City Manager
SUBJECT:
Donation of Equipment and Software for an Electronic Plan Check Pilot
Program
Prepared by: Tim Eisler, Information Systems Manager
EXECUTIVE SUMMARY:
The City Council will consider accepting a donation of computer monitors, software, and
software licenses from Brookfield Residential, to be used by City Staff to in a pilot
program to perform plan checks electronically for The Boulevard (Dublin Crossing)
project.
STAFF RECOMMENDATION:
Formally accept the donation and recognize Brookfield Residential, and provide
direction to Staff on the Electronic Plan Check Pilot Program.
FINANCIAL IMPACT:
The total value of the donation of monitors and software licenses for electronic plan
review is estimated at $24,000. Should the pilot program prove successful, Staff would
work on creating protocols for offering a permanent electronic plan submission optio ns,
which would include a fee structure for future applications, to cover the ongoing cost of
software licenses, maintenance, and equipment replacement.
DESCRIPTION:
Under the City’s current practice, development applicants submit numerous sets of
paper plans that City departments (Public Works and Community Development) review
and mark up during the plan check process. Large scale projects can generate a great
number of paper plan sets, which are typically transferred between Staff and applicants
with hand-written notes as necessary.
As the City continues to look for efficiencies in operations, and is always interested in
methods of reducing waste, Staff would like to evaluate the feasibility of offering an
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electronic plan review process, whereby applicants submit electronic files (Portable
Document Format, or pdf files) to the City instead of paper.
Brookfield Residential, the developer of The Boulevard project (Dublin Crossing), has
offered to make an initial donation of equipment and software that would enable the City
to perform electronic plan review. Staff proposes to initially use this donation as a pilot
program only for the plan review process related to The Boulevard project, during which
time Staff would evaluate the utility of offering this option to future applicants.
The proposed donation from Brookfield Residential includes:
- 30 30-inch computer monitors to be used in 15 work stations (two monitors per
station), estimated at $400 per monitor, for a total value of $12,000 .
- Plan review software and two years’ of related software licenses for 15 users,
estimated at $400 per user for a total value of $12,000.
If the pilot program is successful, Staff would work on a formal procedure for accepting
electronic plans from any applicant. St aff would also explore an ongoing fee structure
related to electronic plan submission, in order to cover future ongoing software licenses,
maintenance, and equipment replacement costs.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
None.
ATTACHMENTS: