TO: Board of Supervisors
FROM: Jon Gjestvang, Chief Information Officer - Information Technology Services
REPORT BY: Elena Guzmán, Staff Services Analyst II
SUBJECT: Amendment No. 2 to Agreement No. 210014B with LCT Software LLC
RECOMMENDATION
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Approve and authorize Amendment No. 2 to Agreement No. 210014B with LCT Software LLC, for the addition of an optional Single Sign On feature to the current DigEplan integrated Electronic Document Review solution subscription. (Fiscal Impact: $3,209 Expense; General Fund; Budgeted; Discretionary)
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BACKGROUND
In 2020, Planning, Building and Environmental Services entered into an agreement with LCT Software LLC, and embarked on a significant project to move the department forward toward a paperless, online permit application process. This Electronic Document Review (EDR) implementation project is well underway, and the County now accepts a number of online permit applications, including all building permit applications. Approximately 86 percent of building permit applications are now through the EDR system. The current business process utilizes permitting software (Accela), coupled with DigEPlan, to review permit applications and plans, accept payments, and issue permits online, without the need for the public to walk into the office. This has become an essential business operation, which improves efficiency with the department’s ability to track the status of applications, payments, permits, and provides a more consistent and transparent permitting service to the public.
As part of the EDR project, LCT Software LLC. provides DigEPlan, an integrated software solution that works hand in hand with the Accela permitting software for EDR processing of permit applications and plans submitted through the County’s Online Permit Center. The annual LCT Software subscription cost for DigEPlan is $20,160, based on twenty (20) subscribed County users.
On June 27, 2023, the Board approved Amendment No. 1 to Agreement No. 210014B with LCT Software LLC., extending the agreement to May 31, 2024, with a provision for automatic renewal, no change to the annual compensation, and no other changes to the terms.
Amendment No. 2 is for the addition of the Single Sign On (SSO) feature to the current DigEPlan subscription. This feature will allow for County employees to have SSO capabilities using their existing County network sign on while accessing the DigEPlan software. County Information Technology Services (ITS) is moving in this direction to allow for ease of use, while also maintaining the County’s security standards.
Requested Action:
Approve and authorize Amendment No. 2 to Agreement No. 210014B with LCT Software LLC, adding the SSO feature to the current DigEPlan subscription, prorated at $3,209 beginning September 10, 2024 through June 30, 2025. Thereafter, the annual fee for the SSO feature shall be $4,278.
FISCAL IMPACT
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Is there a Fiscal Impact? |
Yes |
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Is it currently budgeted? |
Yes |
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Where is it budgeted? |
FY24-25 budgeted in subdivision 21400-00 for Planning, Building and Environmental Services. |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
The Single Sign On (SSO) feature provides efficiency in reducing log in steps while maintaining County’s security standards. |
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Is the general fund affected? |
No |
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Future fiscal impact: |
FY24-25 budgeted in Planning, Building and Environmental Services subdivision 21400-00. In the subsequent years, the annual cost of $4,278 will be included in the ITS cost allocation. |
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Consequences if not approved: |
If the amendment is not approved, the Single Sign On (SSO) feature will not be added and staff will have to perform additional log in steps to access the DigEplan software to perform their daily work, which is not consistent with current SSO security efforts being implemented by the County. |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: The proposed action is not a project as defined by 14 California Code of Regulations 15378 (State CEQA Guidelines) and therefore CEQA is not applicable.