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• An approved multi-department Support Model for pre- and post-implementation of the <br /> system. <br /> • An evaluation of the next generation of product offerings by the parent company of the <br /> current system (Permits Plus) as well as the implementations of similar systems in other <br /> North Carolina counties. <br /> • Contracted with an independent vendor for software selection consulting services in June <br /> 2014. <br /> • Meetings with partner jurisdictions regarding our objectives and process to gain feedback <br /> and additional insight, i.e., Carrboro, Chapel Hill, Hillsborough <br /> • Project definition and requirements analysis detailed in RFP 5202 released August, 2014. <br /> What have we done? <br /> • Careful evaluation of proposals received in September, 2014, with the outcome of a short- <br /> list of two vendors for further evaluation. <br /> • Two 2-day vendor demonstrations in December, 2014 <br /> • attended by over 40 reviewers, <br /> • staff from 7 departments (Planning & Inspections, Health, IT, Tax Administration, <br /> Finance/Purchasing, Emergency Services, Solid Waste) <br /> • local home builders <br /> • Representatives from the Towns of Hillsborough and Carrboro. <br /> • Over 250 evaluation feedback forms were collected from the 12 demo sessions for <br /> each vendor. <br /> What have we done? <br /> • Contact with over 30 general and peer references in 13 jurisdictions between December, <br /> 2014 and April, 2015. <br /> • Technical and cost follow-up calls and on-line functionality demos with the vendors for <br /> further clarification. <br /> • A summary decision matrix quantifying the results of the evaluation. <br /> Chair McKee asked John Roberts if the Legal Department is involved in any portion of <br /> this process. <br /> John Roberts said his department has been involved but this project is currently in the <br /> preliminary stages and his department will have more involvement once implemented. <br /> Commissioner Jacobs said this process was started in 2000 but the costs, and the lack <br /> of departments wanting to work together were two hurdles. He said it is long overdue and it is <br /> much appreciated. <br /> Commissioner Pelissier asked if this system will help speed up the permitting process. <br /> Jim Northup said yes because it will hopefully create a seamless work flow and offer <br /> transparency to the customers. <br /> Commissioner Pelissier noted the estimated maintenance cost of$100,000, annually <br /> and asked if Jim Northrup could share the current maintenance cost. <br /> Jim Northrup said it is $36,000 to $40,000, annually. <br /> Commissioner Rich said this is the right direction in which to go. She said the hours of <br /> effort the staff have put in will be worth it. <br /> Jim Northrup said all of the departments have been in the same room hashing out this <br /> process which at times has been difficult. He said resolutions have been reached which can <br /> only insure the ultimate success of the project. <br />