HomeMy WebLinkAboutItem 8.5 HdLCompanyPermitS/W (2)
"
CITY CLERK
File # ~IQJ-~[Q]
.
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: July 21,1998
SUBJECT:
Selection of Permit Software / Participation As Product Development Site:
HdL Companies Permit Software
q~Report Prepared by: Paul Rankin, Assistant City Manager)
EXIDBITS ATTACHED: 1.
2.
Excerpts from Proposal Submitted By HdL Companie's
Proposed Agreement
RECOMMENDATION:
~
Authorize the City Manager to execute the proposed agreement
substantially in the form presented.
Total first year Software cost as a HdL beta client would be $7,000.
In addition the City would have some hardware costs which are
estimated not to exceed $6,530 and would be purchased form a
separate vendor. The funding required is consistent with the adopted
Capital Improvement Project included in the Fiscal Year 1998/99
Budget. The City will incur on-going Maintenance Support costs in
subsequent years.
enESCRJPTION: On March 3, 1998 the City Council authorized the distribution ofa Request For
Proposal for an Automated Permit Tracking System. In accordance with the City purchasing ordinance
the City Council approved an exception to the formal sealed bid process. With the purchase of technical
software systems it is appropriate to consider a variety of factors.
FINANCIAL STATEMENT:
Current Process
The City currently uses a manual process for tracking various permits. Although spreadsheets and other
personal computer tools have been implemented, a comprehensive tracking system does not exist. In
addition the coordination of information between different departments may not be easily obtained from a
single source. A lengthy list of conditions is applied to development projects subject to the Eastern
Dublin Specific Plan. In order to efficiently administer the Development process, monitoring of the
compliance with these requirements warrants the use of a centralized database.
Building Permits comprise probably the largest number of special permits issued by the City. Last year
the Building Department issued approximately 1,020 permits. An automated system will assist with
tracking the permit during the review stages, as well as coordinating information related to the current
status and subsequent inspections. It is also anticipated that an effort will be initiated to input old
information contained on paper records on a computerized system. Since incorporation the City has
issued over 13,200 Building Permits. In addition, the City has Alameda County paper records of permits
issued prior to incorporation.
4Il------------------------------------------------------------------
COPIES TO: Nancy Hicks, HdL Companies
ITEM NO.--'1d
GIPERMTSYS/agpermit.doc
The current process has both negative and positive impacts on the selection of a new system. The task of
inputting historical data into a database is time consuming and this will impact the ability of the City to
maintain 100% of the information immediately on a single system. There will also be a cost in terms of
Staff time and/or the amount time which would lapse before all historical information would be available.
However, the lack of an automated format also prevents the City from being limited to selecting a .
particular solution based solely on the ability to convert existing data.
Uses Anticipated For A Permit System
Although Building Permits will be a significant portion of the new system, Staffhave identified the
importance of accommodating a variety of permits. This includes: Annual Fire Permits; Parcel Map
Information; Public Works Encroachment Permits; Zoning Permits; Conditional Use Permits; Police
Permits; Zoning Investigations; etc. The multiple uses also assist with the ability to provide One-Stop
permit assistance to residents and businesses.
The implementation of a Permit Tracking System will provide an automated source of parcel information,
which currently exceeds what is available to Staff. At the present time the City has access to the Alameda
County Assessor Data. This information is affected by delays related to changes in parcel information as
well as incomplete information related to zoning and other pertinent information. It is anticipated that the
development of the permit database, will also be a component of a future integrated Geographical
Information System (GIS). A GIS will combine data and parcel information with graphical maps. The
permit system will be the first major step to automate parcel information which may be connected in the
future to a GIS.
Selection Process
The City distributed Requests For Proposals to eight firms. Prior to the submittal deadline a pre-proposal
conference was held to allow vendors to obtain additional information about the City and its needs. The .
City received a total of three responses for the provision of software systems. All of the proposed systems
will necessitate the purchase of additional hardware to fully implement the project. The purchase of this
equipment will be done as a separate bid in accordance with the City purchasing ordinance.
Following the receipt of the proposals Staff did a preliminary review of the written proposals. In addition,
Jim Slaughter, Computer Systems Specialist reviewed the technical hardware and operating systems of
the three proposals received. Given the limited City Data Processing Staff, the implementation and on-
going support required for the system is a critical factor. The Building Official also conducted follow-up
discussions with Tidemark to identify possible options to the system as proposed. This vendor has been
active in working with several Bay Area communities to develop and implement a common Permit
system (Bay Area Smart Permits). Staff also evaluated a PC based demonstration of the Sierra Permits
Product and reviewed a presentation by HdL.
Proposals For CO:rrl,plete Installation Of Systems
Two of the vendors (Tidemark and Sierra Permits) submitted proposals for products which are currently
being installed in municipalities. Each vendor was willing to modify the proposal elements and offered
alternatives as to the features which would be obtained. With software systems of this nature it is
common for the vendor to provide a basic package and then produce custom modifications to reflect the
operations and desires of the particular agency. In the case of Tidemark the provision for conversion of
existing data was unclear. Sierra Permits indicated a willingness to submit a bid for data conversion once
the project was implemented. Given that the City has primarily paper records the process of conversion is .
actually manual data entry. Included in the adopted Fiscal Year 1998-99 Budget was a Higher Service
Level in the Community Development Department to provide approximately 340 hours of temporary
clerical assistance to initiate the input of historical Building & Safety information.
~\l.
Th~ costs associated with the two proposals ranged from approximately $51,330 to $172,350 plus the
necessary hardware. Although the systems were broadly developed to include numerous features, even a
basic system from these vendors would demand a significant financial investment. The costs associated
with Installation, Project Management, and Training under these proposals exceeded $23,000. Prom a
. technical operations and support standpoint the implementation of these systems would also present
impacts to the on-going resources of the Administrative Services Department.
Alternative to Participate As A Test Site In Coni unction With HdL Companies
HdL Companies has offered to allow the City of Dublin to participate as one of six "beta clients" for the
final development of its Permit System Software. The City will actually have input into the features and
functions to be included in the final version. The City recently implemented the HdL Business License
software, which is now operational in 50 cities. In addition, the City subscribes to HdL's sales tax and
property tax monitoring and reporting services. Utilizing more than one package from a vendor also
results in better integration of common data. For example, if a Building Contractor is obtaining a permit,
the data from the Business License system will be linked to the Permit system.
The approach used by HdL in the development of its software products is to create systems for local
governments which can be operated in a client server open network. Given the changes in the capacity of
computer servers over the past 10 years, processes which previously were reserved to mainframe/mini
computers are now capable of being implemented with PC related components. This results in the ability
to implement systems more economically and they operate in an environment which is less proprietary
than the larger centralized data processing systems.
The time frame for the final release of the software is January 1999. HdL has indicated as part of the
proposal a willingness to convert 3 months of data from paper to the new system. Initially HdL would
. meet with Staff to obtain in-depth information about the methods used to issue permits. This would be
required with the implementation of any system. From August through October the firm will be
providing approximately once each month, a pre-release version of the software containing the input from
the six selected test sites. As explained in the Proposed Agreement, the City obligation is to test the
program by entering data and using the various features. One of the primary responsibilities of a beta site
is to try and "break" the program and to detect any problems or recommended modifications.
Cost / Investment of Staff Resources Required .
HdL has agreed to a set price for the City to participate as a test site. The cost of the HdL system would
not exceed $7,000, which is considered to be 50% of the expected market price. This includes the first
year maintenance and customer service. As previously noted the cost also includes the conversion of a
limited number of paper records to the new system. HdL will also convert a small existing Zoning
Enforcement database for use on the new system. HdL also absorbs the typical costs associated with
implementing the system, including: designing fee tables, set - up of the various permit types; forms
design; and training.
Participating in an arrangement such as this is not without risk to the City. Although payment does not
occur until fmal delivery of the product, if the firm abandoned the development the City would have lost
time before a working system is implemented. Given the track record of the firm as well as the importance
of the implementation to all of the "beta clients" Staff believes that any associated risk is acceptable. This
is especially supported in light of the public investment required to implement systems presented in the
. other proposals received. The City of Pleasanton is also one of the "beta test sites" and the Pleasanton
Finance Department previously served as a test site for the HdL Business License product. The
willingness of a City to repeat participation as a test site with a software developer, suggests that there is a
high degree of confidence that the project will come to a successful conclusion.
The amount of Staff tim~ required for the testing will vary depending on the user and the type of feature
that the test version is attempting to test. For example, the casual user who may need to only look-up
information or review reports will have less time involved than the Staff who will be doing data entry.
Obviously, the City benefits from the testing of the product by having input on the final version, which .
will address user needs.
Recommendation
Staff recommend that the City agree to participation as a "beta test site" for the HdL Permit System, and
that the City Council authorize the City Manager to execute the Agreement substantially in the form
attached to the Staff Report (Exhibit 2).
.
.
.
W6 [,:~ ~Il~ Ir~J ~ ill)
CITY OF DUBLIN
BUILDING INSPECT/ON DEPT.
. PROPOSAL
FOR,
AUTOMA TED PERMIT SYSTEM
CITY OF DUBLIN
.
EXCERPTS
.
Exhibit 1
---
.:'~
" .j
---
'~1
,.-....
,".."
~:, ~;
i;.";'.-
-
~.~.
",.,'Y
! ~ i:
.0ij
~
~
1J
J
J
J
];,.
...
.';r
1
j
~
j
]..
..
,
]
"1
j
]
]
j
. .
Revenue I\liJllilg(~IIl(~IlI, Ill/' Loc,ll (;ovel'IlIlH~1l1
Hinderliter. de Llamas & Associates
HdL Coren & con.
HdL Software. LL
April 27, 1998
City of Dublin
Attention: Cece Farias, Administrative Secretary
100 Civic Plaza - Finance Dept. - Second Floor
Dublin, California 94568
Dear Ms. Farias:
In response to your solicitation due April 28, 1998, enclosed are one original and four
copies of our firm's proposal to provide automated permitting services for the City of
Dublin. This proposal is valid through November 3D, 1998.
HdL has under development a permit system that will allow the City to process and track
all preconstruction and construction activities related to the City's permitting activities..
The system will provide the tools to aid in inspection and approval tracking and code
enforcement. It will also provide management information about the planning and building
activities. This Windows system will be integrated with HdL' s business license and
property tax software and runs standalone or in a network configuration.
.
The combined experience of the HdL team members serving the City of Dublin represents
decades of experience in every aspect of city government: finance, management, auditing,
economic development and legislative consulting. Each staff member has experience with
both the private and public sectors.
I will be the City of Dublin's contact person regarding questions related to this submittal.
Our address and phone number are shown on this letter. We would appreciate the
opportunity to review our service with you in more detail and demonstrate our capacity to
provide the scope of service that you are requesting. The City of Dublin is currently
contracting with The HdL Companies for business license, sales tax and property tax
services and we look forward to the opportunity to provide this additional service.
Sincerely,
~ AL:~
Nancy Hicks
.
1340 Valley Vista Drive I Suite 200 I Diamond Bar. CA I 91765 I I!H)!) I IWI -4 :la 5 I 1"'\\ I !Ill!) I lHi 1-77:W
F,~
{j
~
Ie
I
j
]
j
']
j
le
]
]
1
I
e
Proposalfor Automated Penn;t System
City of Dublin
SUMMARY OF SERVICES
The HdL Companies were founded in 1983 by Bob Hinderliter and have grown into a
total revenue management finn currently serving over 208 clients with a wide range of
services. The HdL Companies bring an experienced team that represents decades of
experience in every aspect of city government: finance, management, auditing, economic
development and legislative advocacy. Our staff is trained in tax law, tax administration
and auditing techniques. Our proprietary computer programs are the most advanced in
the state and enhance our reporting and auditing capabilities as well as those of our clients.
HdL has under development a permit system that will allow the City to process and track
all preconstruction and construction activities related to the City's pennitting activities..
The system will provide the tools to aid in inspection and approval tracking and code
enforcement. It will also provide management information about the planning and building
activities. This Windows system will be integrated with HdL's business license and
property tax software and runs standalone or in a network configuration.. The system will
generate permits, reports, inspection and approval information. HdL also provides
ongoing analysis and management support. If the City becomes a client for HdL's new
mapping system, the permit system will also be linked to the maps.
HdL proposes that the City of Dublin participate with HdL in the design and development
of the system as a <<beta" client.
The IIdL Companies
3
_I
j
j,;
,.
~.
~->"-
~.
~ii~
14
t~i
;a
J
~
~
E
~-::,
...,~..,
.~I!
I
j.1'
-,
-,
J
j
j
:~
j
j
j
i
....
Proposal for Automated Permit System
City of Dublin
A. PERMIT SOFlW ARE SYSTEM
.
1. Permit Software.
HdL has the technology, methodology and trained staff needed to develop
the permit system, and has demonstrated with its business license system its
ability to bring a successful software system to market. Five clients
participated as betas for the business license system; forty-five cities are
currently using the system.
The City shall participate with HdL in the design and development of the
permit software system. Participation includes
a) Provide HdL with permits forms, fee schedules, ordinances,
resolutions, procedure manuals and related materials.
b) Assist in the design by providing information about how permits are
processed including expected "inputs," "outputs" and "outcomes."
c) Review all designs - general design, detail design, screen designs and
table designs. Provide feedback suggestions.
d) Work with HdL and other beta site clients to come to a consensus with
regard to problem solving.
e) Conduct testing as needed. This does not mean parallel for six months.
It does mean that as HdL provides a test program to the City, the City
will test the program by entering various permits into the system,
editing permits, generating reports, etc. One of the primary
responsibilities of a beta site is to try and "break" the program. In
other words, be a bug finder.
.
.
The ffdL Companies
4
j
j..
.
l
~
1
1
1
1
1
-.
"Jl
]
1
i
~
~
-;)
~
]"
j.:
1
'1
.~
~.
1
Proposal for Automated Permit /:j'ystem
City (if Dublin
2. Capabilities of the system.
The City of Dublin has 7,477 parcels of land, expected to increase to
13,085 within 10 years. Approximately 790 permits (all types) are issued
per year, expecting to increase to 1,865 permits issued annually within 10
years.
The system is intended to process and track all planning, building,
electrical, HV AC, plumbing, sewer, demolition, grading plan check fees
and other miscellaneous permits and fees. The system will have a land
management system and a code enforcement module.
Tables will be used (as with HdL's business license system) to ensure
consistent data entry, control and to allow flexibility from one organization
to another. When tables are used, the user may use "hot keys" or open the
appropriate data information box to make a selection.
The system will print all significant permit activity, including plan checks,
payments and the issuance of the permits. In addition a certificate of
occupancy can be printed out when the building permit is finalized.
Inquiry will be available by any number of fields including permit number,
situs address, parcel number, owner name or contractor name. Inquiry by
other than the permit number (which is unique) will provide a list of all
permit activity associated with the inquiry field selected. The user may
then select an individual permit for review.
The system will contain a filtering system as in HdL' s business license and
sales tax systems for ease in selecting specific permits to be viewed and/or
printed. A series of standard reports will be included in the system, with
The lfdL Companies
5
~
..
~
'7'"J
j
~
~. ';
~
~
1
j
1
l-v
d'
"
l'
.\','
-"
~-
~;1
.,~
L!II!'
Proposal for Automa.ted Permit System
City of Dublin
the same type of ad hoc reporting capability as contained in the business
license system. User defined reports will be part of the report generation
function.
.
3. Data conversion and implementation
a) HdL will conv~rt the City's existing code enforcement and planning
data bases so they can be used in the development of the system. HdL
will convert three months' of paper permit records so they can be used
in the development of the system. HdL will build the tables for the City
including fee tables, permit type tables, inspection tables, construction
value tables, etc.
b) HdL will provide forms design in coordination with the City.
c) The City understands that corrections, improvements and upgrades will
continue to be made after the installation of the working version.
d) HdL will provide manuals and training
e) HdL will coordinate its resources III an attempt to complete
development of the software so that it is capable of being implemented
by the City by January 4, 1999.
.
~
~
~
4.
Compensation.
First vear fee. HdL proposes an initial first year software license fee of
$7,000. In recognition of the City's participation as a beta site, the
software license fee has been discounted by 50%.
~
ioJ
-~
.....
Annual maintenance and customer support fee. There is no charge for
the first year maintenance and customer support. The annual maintenance
fee shall begin at the second year and shall be as follows:
1
1
1
LI
Standalone installation
$ 3,000
One user
.
The HdL Companies
6
]
~.
Proposal for Automated Permit System
City of Dublin
~
or
0J
Network installation $ 3,000
Plus $ 800
F or the Erst user
Each additional user
Maximum
$10,000
-,
. ~
Users are defined as those who can add, edit, or print. There is no
additional user fee for "inquiry only" users. Annual maintenance fees
will be increased each year in an amount equal to the increase in the most
recently published Consumer Price Index for the surrounding statistical
metropolitan area all urban customers.
j
hi
.':;~
J),
"
.;.;
~
,
-.
ti
. ~.~
~
,-
Customizing sen,ices. The business license software is a "table driven"
system and has been developed to meet almost all of the needs of a City
with regard to the management, processing and reporting of business
licenses. However, should the need occur, HdL is available to provide
customer enhancements to the business license software on a pre-
determined time and materials basis.
5.
Hardware Requirements.
The permit software is a Windows application.
a) Workstations should be a PC compatible Pentium with 16 MB of
memory and VGA monitor.
~
:~~
. 'l._
I.......
,.\l;~
~. ..
:..,r. ..
b) File server must be a dedicated server. Pentium is recommended.
"i'il
;;q
,-
c) Recommended printer is HP 5SI or equivalent.
~
..;.~
, .
d) Network software can be Windows NT or Novell Netware.
i
I"f:~
.'!J.t1.
.'7
e) The size of the data set and program will range from 50 MB to 85 ME
including history.
The HdL Companies
7
~
4~
...
~
"l
1
l
~
!
l
l
1
1',
"
~
:~
~
.:~~
Proposal for Automated Permit System
City of Dublin
HdL recommends that the City acquire the hardware directly (it appears
that the City's existing hardware configuration is adequate). As an option,
HdL can provide hardware at HdL's current cost.
6. Sample Permit Computer Screens
--
~"
:'i.'~,
''',-0.
~
.~~
i";
'>'~ .
.,;;
'I
~.,
:-"t
.. ,~
~
The HdL Companies
8
.
.
.
[1.
~
[]
[l
[]
[l
n
n
n
.
~
[]
01
~
I rtTg
L:
Proposal for Automatet;! Pennit System
City of Dublin
.~
i!:Sli1>di1(.llix:*~~:;8111i~~{".. '.":'-':"
I~.
i '0"
: i"~-
L.'
~
i:~
}I...-
.
--- '
~<";
.''''-..,0\\
~
"~
:~i~
"--
~
.:;~
~-'
The HelL Companies
9
1
rJ Proposal for Automated Permit System
City of Dublin
n .
n
n
n
----
" j
't
!'
fl
..
n
-
j
J .
J
j
~
11
f
I
I
I
,~
I
.. .
'I
The HdL Companies 10
I
dil.
~.
1-
-'.
,.
;,
Jl
-
II
II
.
-
-
II
,
J1
.
.
l'
~
Proposal for Automated Pennit System
City of Dublin
C. FIRM HISTORY AND KEY PERSONNEL
FIRM HISTORY
Hinderliter, de Llamas and Associates (HdL) was founded in 1983 and developed
California's first computerized sales tax management program. It was also
responsible for securing the legislation that allows independent verification of state
allocations. In 1990, HdL Coren and Cone was established to provide property
and documentary transfer tax services. In 1996, HdL Software was formed to
provide software systems for local government including business licenses, permits
and mapping. Together, the companies serve over 208 California agencies
including 30 of the state's largest counties. Their audit and consulting services
include sales tax, property tax, documentary transfer tax, utility user/franchise fees,
business licensing and transient occupancy tax. The companies have generated
over $177 million in new monies for client agencies to date.
Client agencies are provided with computer data sets for sales tax, property tax,
business licenses and building permits that may be integrated with mapping data.
HdL provides ongoing analytical support that details tax revenues and trends by
category, individual tax generator and by specified geographic or project areas.
HdL's familiarity with the specialized needs of local government allow it to
provide information and support on a wide range of issues including business
retention programs, developer negotiations, economic strategies, bond analyses,
annexations, revenue sharing agreements, and general revenue collection. HdL
advises its clients about proposed changes in laws and regulations relating to sales
and use tax, property tax and other revenues.
The fldL Companies
12
7"
SAMPLE AGREEMENT
Exhibi t 2
.
.
.
~,',W
3.
.'r.
~
;;',-
.
-
!I
)I
II
II
.-
..
i
j
j
i
t
j
J
I'
I
SAMPLE AGREEMENT
FOR
BETA SITE PARTICIPATION - BUILDING PERMIT SYSTEM
This agreement is made and entered into as of the day of
JilL Y , 199~, by and between the CITY OF DUBLIN ., a municipal
corporation, hereinafter referred to as City, and HdL SOFTWARE, LLC, a California
corporation, hereinafter referred to as HdL.
A. BUILDING PERMIT SOFIW ARE.
The City shall participate with HdL III the design and development of the system.
Participation includes:
1. Provide HdL with permit forms, fee schedules, ordinances, resolutions, procedure
manuals and related materials.
2. Assist in the design by providing information about how permits are processed
including expected "inputs", "outputs" and "outcomes".
3. Review all designs - general design, detail design, screen designs and table designs.
Provide feedback and suggestions.
4. Work with HdL and other beta site clients to come to a consensus with regard to
problem solving.
5. Conduct testing as needed. This does not mean parallel for six months. It does mean
that as HdL sends a test program to the City, the City will diligently test the program
by entering various permits into the system, editing permits, generating reports, etc.
One of the primary responsibilities of a beta site is to try and "break" the program. In
other words, be a bug finder.
HelL Software, LLC
Beta Site Participation - Building Permit System
l
B.
CAPABILITIES OF THE SYSTEM.
.
I
i
The system is intended to process and track all building, electrical, HV AC, plumbing,
sewer, demolition, grading plan check fees and other miscellaneous permits and fees.
The system will be linked to HdL's property tax and business license systems.
I
I
Tables will be used (as with HdL's business license system) to ensure consistent data
entry, control and to allow flexibility from one organization to another. When tables are
used, the user may use "hot keys" or open the appropriate data information box to make a
selection.
The system will print all significant permit activity, including plan checks, payments and
the issuance of the permits. In addition, a. certificate of occupancy can be printed out
when the building permit is finalized.
Inquiry will be available by any number of fields including permit number, situs address, .
parcel number, owner name or contractor name. Inquiry by other than the permit number
(which is unique) will provide a list of all permit activity associated with the inquiry field
selected. The user may then select an individual permit for review.
The system will contain a filtering system as in HdL's business license and sales tax
systems for ease in selecting specific permits to be viewed and/or printed. A series of
standard reports will be included in the system, with the same type of ad hoc reporting
capability as contained in the business license system. User defined reports will be part
of the report generation function.
1. HdL will convert the City's existing permit data so that it can be used in the
development of the system. HdL will build the tables for the City including fee
tables, permit type tables, etc.
t
f
,
c.
DATA CONVERSION AND IMPLEMENTATION.
.
HdL Software, LLC
Beta Site Participation - Building Permit System
2
I
~"
.. 2.
3.
HdL will provide forms design in coordination with the City.
At the time of installation of a working version of the system HdL will request an
update of the City's existing permit data so that all City data can be converted, as of
the date of installation. Some parallel processing will be needed at that time.
4. The City understands that corrections, improvements and upgrades will continue to be
made after installation of the working version.
5. HdL will provide manuals and training.
D. HARDWARE REQUIREMENTS.
The building permit system will be installed on hardware supplied by the City. The
system is a Windows application running in Windows 3.1 or higher.
1. A PC compatible 486DX2 or Pentium system is required, with 8 MB of memory and
a VGA monitor. The amount of free space required on the hard drive is dependent on
the number of permits and the extent of the history maintained, but will range
typically from 50MB to 85MB.
2. In a network environment, the server must be a dedicated server. The software will
operate with all currently existing network software.
3. The software is designed to work with a laser printer. An HP4 or HP5 or comparable
printer is recommended.
E. SOFTWARE LICENSE.
I. License. HdL hereby provides a license to the City to use BdL's Building Permit
Software. The software shall only be used by the City. The City shall not sublet,
duplicate, or modify said software. The software shall be returned to HdL at the time
the license expires, which is the last day of the last year for which the annual
HdL Software. LLC
Beta Site Participation - Building Permit System
3
T
~
maintenance fee has been paid by the City to HdL. The license granted hereunder
shall not imply ownership by City of said software, rights of the City to sell said
software, or rights to use said software for the benefits of others. This license is not
transferable.
.
2. City data. HdL acknowledges that the building permit data is the property of the City.
At the termination of this Agreement, the building permit data will be available to the
City in machine readable format.
3. Proprietary information. As used herein, the term "proprietary information" means
any information which relates to HdL's compu~er or data processing programs; data
processing applications, routines, subroutines, techniques or systems, or business
processes. City shall hold in confidence and shall not disclose to any other party any
HdL proprietary information in connection with this Agreement or otherwise learned
or obtained by the City in connection with this Agreement. The obligations imposed
by this Paragraph shall survive any expiration or termination of this Agreement. The
terms of this section shall not apply to any infonnation which is public information.
.
F. COMPENSATION.
The system has not yet been priced. In recognition of the City's participation as a beta
site, the software license fee will be discounted at 50%. ~~~
WE
~~~~. agree that the
City's cost will not exceed $7.000 . 50% of this fee will be due and payable when
the City generates its first permits on the system. The balance due will be due and
payable when the parallel process is completed.
G. ANNUAL MAINTENANCE AND CUSTOMER SUPPORT FEES.
1. There is no charge for the first year maintenance and customer support. The annual
maintenance fee shall begin at the second year (which includes software upgrades and
support to your staff) and shall be as follows:
.
HdL Software. LLC
Beta Site Participation - Building Permit System
4
Standalone: $ i,nnn for 1 user
or
Network: $ 3.000 for the 1 st user
Plus $ 800 each additional user
Maximum of $ 10.000
This maintenance fee is based on the number of users (defined as those who have
access to the system to add, edit or print). There is no charge for those who have
inquiry rights only.
The fee will be increased each year in an amount equal to the increase in the most
recently publishcd Consumer Price Index for the surrounding statistical metropolitan
area, all urban consumers. The maintenance fee will be invoiced each year by HdL
and shall be due and payable within thirty days of the date of the invoice.
3. Customizing services. The building permit software is a "table driven" system and
has been developed to meet almost all of the needs of a City with regard to the
management, processing and reporting of building permits. However, should the
need occur, HdL is available to provide city specific enhancements to the building
permit software on a pre-detennined time and materials basis. No work shall be
perfonned without prior written approval of the City. Fees for these service.s are as
follows:
Principal
Principal programmer
Associate
Associate programmer
Secretarial! Administrati ve
$ 135 per hour
135 per hour
85 per hour
85 per hour
35 per hour
HdL Software, LLC
Beta Site Participation. Building Permit System
5
H.
TERMINATION
.
This Agreement may terminate each year upon written notice thirty days (30) days prior
to the anniversary date of the Agreement. Upon termination, the software license shall
expire and the software shall be returned to HdL.
I. INDEPENDENT CONTRACTOR
HdL shall perform the services hereunder as an independent contractor. No agent,
representative or employee of HdL shall be considered as an employee of the City.
J. NON-ASSIGNMENT
This Agreement is not assignable either in whole or in part by HdL or the City without
the written consent of the other party.
K. GOVERNING LAW
The laws of the State of California shall govern the rights, obligations, duties and
liabilities of the parties to this Agreement and shall also govern the interpretation of this
Agreement.
.
L. INDEMNIFICATION
HelL shall indemnify and hold _ harmless City and its officers, officials and employees
from any liability for damage or claims for personal injury, including death, as well as
from claims for breach of confidentiality or property damage, including attorney fees,
which may arise out of the performance of the work described herein, caused in whole or
in part by any negligent act or omission of HdL, its officers, agents and employees under
this Agreement.
City shall indemnify and hold harmless HelL, its officers, agents and employees, from any
liability for damage or claims for personal injury, including death, as well as from claims
for breach of confidentiality or property damage which may arise from City's negligent
acts, errors or omissions under this Agreement. City agrees to and shall defend HdL and .
HdL Software, UC
Beta Site Participation. Building Permit System
6
its officers, agents and employees from any suits or actions at law or in equity for damage
caused, or alleged to have been caused, by reason of any of the aforesaid negligent acts,
errors or omissions.
M. NOTICE
All notices required by this Agreement shall be given to the City and to HdL in writing,
by personal delivery or first class mail postage prepaid, addressed as follows:
City CITY OF LDUBLIN
100 CIVIC PLAZA
DUBLIN. CA 94568
HdL HdL SOFIW ARE, LLC
1340 Valley Vista Drive, Suite 200
Diamond Bar, California 91765
IN WITNESS WHEREOF, the parties hereto have caused this Agreement for Beta Site
Participation - Building Permit System to be executed on the date first above written by their
respective officers duly authorized in that behalf.
CITY:
HdL:
CITY OF _~P_BLIN
HdL SOFTWARE, LLC
RICHARD C. AMBROSE, CITY MANAGER
ATTEST:
City Clerk, KAY KECK
APPROVED AS TO FORM:
City Attorney
HdL Software. LLC
Beta Site Participation - Building Permit System
7