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Planning and Building Department, Tahoe Planning, Stormwater, and VHR Division and Commercial Cannabis Division, recommending the Board consider the following:
1) In accordance with Chapter 3.13, Section 3.13.030 of County Ordinance Code, Contracting out, find that the development, implementation, and management of the Business License Software System (Prime System) software program to manage revenue and permits for Vacation Home Rentals (VHRs) and Commercial Cannabis requires specialty skills and knowledge of proprietary software; and
2) Approve and authorize the Chair to sign perpetual Agreement 6014 with Hinderliter De Llamas and Associates (HdL) for the provision of said software and services, with a year-one not-to-exceed amount of $57,970, and with recurring annual costs estimated not-to-exceed $15,980 for each year thereafter.
FUNDING: General Fund / Permit Fees.
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DISCUSSION / BACKGROUND
In 2021, the Planning and Building Department, Tahoe Planning, Stormwater, and VHR Division and Commercial Cannabis Division, (Department) began working with the Information Technologies Department (IT) to explore software options to manage revenue and permits for VHRs and Commercial Cannabis retailers and facilities, which are similar to services provided for the Treasurer-Tax Collector’s Office for the management of Business Licenses (also provided by HdL). Once the scope and needs of the software were identified, it was determined that the County’s TRAKiT software program could not effectively provide the types of service needed to administer these programs.
The Department and IT then began working with HdL to obtain a proposal for a software system that could meet both the business needs and functionality requirements of the VHR and Commercial Cannabis programs. Based on the required custom developed software, the proposal reflected year-one costs for the development and implementation of the Prime System, as well as recurring annual costs following i...
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