REPORT TO SHASTA COUNTY BOARD OF SUPERVISORS

BOARD MEETING DATE:  November  7, 2017
CATEGORY:  Consent - Resource Management-20.

SUBJECT:

Budget amendment to reallocate funds for permit software upgrade.

Supervisorial District No. :  ALL

DEPARTMENT CONTACT:  RICHARD W. SIMON, DIRECTOR OF RESOURCE MANAGEMENT 225-5789

STAFF REPORT APPROVED BY:  RICHARD W. SIMON, DIRECTOR OF RESOURCE MANAGEMENT

RECOMMENDATION

Approve a budget amendment increasing appropriations and revenue by $22,250 in each of the following budgets: (1) Building Division; (2) Planning Division; and (3) Environmental Health Division for the remaining TRAKiT software purchase. 

SUMMARY

A budget amendment is proposed to complete the Resource Management software upgrade.

DISCUSSION

On June 28, 2016, the Board awarded the Resource Management software upgrade to SunGard Public Sector, which has since become Superion, as an add-on agreement to their original contract with the County with a not to exceed amount of $500,000.  Each division, Building, Planning, Environmental Health and Air Quality Management District’s portion of this contract is $125,000, which was originally budgeted in the FY 2016/17 normal budget process.  The AQMD is being asked to approve of a proposed budget amendment for their portion of the agreement.

This add-on agreement is for a permit tracking and public access software known as TRAKiT and will be used in all divisions of Resource Management, Building, Planning, Environmental Health and the Air Quality Management District for permit tracking, project tracking, invoicing and payment system.  This quote includes all software and services described in the Add-On Quote and Statement of Work.  Travel expenses related to discovery, installation, testing and on-site training are also included.

As of June 30, 2017 the Building Division, Planning Division and Environmental Health Division expenses associated with this contract agreement totaled $310,662.27, with $64,337.73 remaining in the contract.  The additional $2,412 in this proposed budget amendment are for charges associated with IT professional service costs related to the software implementation.

ALTERNATIVES

The Board may decline to approve the budget amendment.  Currently budgeted appropriations in the Capital Asset Software account (065317) will be insufficient to pay the contractor.

OTHER AGENCY INVOLVEMENT

The County Administrative Office has reviewed this recommendation. 

FINANCING

Total estimated contract cost for the Resource Management software upgrade agreement remains unchanged at $500,000.  These funds were originally budgeted to be spent in FY 2016/17.  The unspent balance of these previously budgeted funds have fallen to the Fund Balance at the end of June 30, 2017.