Title
Planning and Building Department recommending the Board consider the following:
1) Approve and authorize the Chair to sign Amendment III to Agreement 6224 with CentralSquare Technologies (CentralSquare) for ongoing maintenance and support of the TRAKiT software program for electronic permitting, extending the term by three (3) years for a revised expiration date of January 2, 2030, and increasing the amount by $430,180.57 for a new not-to-exceed amount of $1,087,013.10; and
2) Authorize the Purchasing Agent, or designee, to execute any further documents determined necessary related to Agreement 6224, including amendments which do not extend the term or increase the not-to-exceed amount of the Agreement, contingent upon approval by County Counsel and Risk Management.
FUNDING: Technology Permit Fees - 100%.
Body
DISCUSSION / BACKGROUND
This proposed Amendment III extends the Agreement term by three (3) years, establishing a revised expiration date of January 2, 2030, and increases the compensation amount by $430,180.57 for a new not-to-exceed amount of $1,087,013.10. The extended term is necessary to ensure continuity of services while the County continues to explore opportunities to further enhance and modernize electronic permit processing capabilities, including potential improvements within TRAKiT and/or complementary permitting solutions that may strengthen overall operational efficiency. The additional budget is required to cover the annual system fees for the extended term.
Amendment II, approved in 2024, added $68,580.31 for general consulting services, module or system reconfiguration, training, project management, and other recommended services stemming from CentralSquare’s 2022 TRAKiT Business Process Optimization Report (BPO). To date, approximately $17,000 of this amount has been utilized. The remaining balance will continue to be available during the Agreement term to support ongoing optimization efforts.
In addition to the changes noted above, other minor administrative changes to various sections were determined necessary and made throughout the Agreement. These include replacing Section 27, Order of Precedence, and Section 28, Customer Contract Administrator, in their entirety to reflect an updated precedence tier and the designation of a new County Contract Administrator.
ALTERNATIVES
The Board may choose not to approve the proposed Amendment. Doing so would prevent the Department from renewing the TRAKiT software, which the County relies on for planning, permitting, and parcel management. Without this renewal, the Department’s ability to provide essential services would be significantly affected, as these functions cannot be performed in-house and implementing a replacement permitting system would take several years.
PRIOR BOARD ACTION
On February 22, 2022 (Legistar File 21-1864), the Board approved Agreement 6224 with CentralSquare, with a not-to-exceed amount of $576,779.77 and a term of five (5) years with a retroactive effective date of January 3, 2022. This additional Agreement was necessary for maintenance and operations, as Agreement 5218 with CentralSquare was strictly for the implementation component of TRAKiT.
On January 3, 2023 (Legistar File 22-1323), the Board approved Amendment I to Agreement 6224, increasing the not-to-exceed amount by $11,472.45 for a new not-to-exceed amount of $588,252.22, for the addition of data extraction and backup reporting functions, with no change to the term of the Agreement.
On January 23, 2024 (Legistar File 23-0622), the Board approved Amendment II to Agreement 6224, increasing the not-to-exceed amount by $68,580.31 for a new not-to-exceed amount of $656,832.53, to allow for as-needed general consulting, system reconfiguration, training, project management, and other services determined necessary based on recommendations from the BPO.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel and Risk Management have approved the proposed Amendment.
Information Technologies
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
There is no change to Net County Cost associated with this item. The Department anticipates sufficient revenue through Technology Fees collected with the Department’s Permit/Project Fees to cover the costs for these services. Funding to cover the increase to the Agreement is included in the Fiscal Year 2026-27 budget and will be included in future budgets as applicable.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) The Clerk of the Board will obtain the Chair’s signature on two (2) original copies of Amendment III; and
2) The Clerk of the Board will forward one (1) fully executed original Amendment III to the Chief Administrative Office, Procurement and Contracts Division, for further processing.
STRATEGIC PLAN COMPONENT
Thriving Economy
Priority: Streamline and Increase Transparency of Projects and Permit Processing
Action Item: Increase the types of permits that can be submitted electronically
CONTACT
Tom Meyer, Program Manager
Planning and Building Department