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2011-0502011-50 Resolution Authorizing the Purchase and Implementation of Upgrade to Code Enforcement, Fire, Planning and Zoning Software At a regular meeting of the Town Board of the Town of Wappinger, Dutchess County, New York, held at Town Hall, 20 Middlebush Road, Wappingers Falls, New York, on January 24, 2011. The meeting was called to order by Christopher Colsey, Supervisor, and upon roll being called, the following were present: PRESENT: Supervisor - Christopher J. Colsey Councilmembers - William H. Beale (arrived 6:34 PM) Vincent F. Bettina (arrived 6:34 PM) Ismay Czarniecki Joseph P. Paoloni (departed 10:00 PM) ABSENT: The following Resolution was introduced by Supervisor Colsey and seconded by Councilwoman Czarniecki. WHEREAS, the Town of Wappinger Tentative Budget for Fiscal Year 2011, as finalized on November 18, 2010, has provided for expenses related to the replacement of code enforcement software to allow for the upgrade and integration of the functions of Code Enforcement, Fire, Planning and Zoning through budget line B3620.201; and WHEREAS, budget line B3620.201 has an appropriation in the amount of Eight Thousand Dollars ($8,000.00) reflecting a multi-year payment schedule; and WHEREAS, the current software was purchased in 2002 and does not meet the reporting standards, operating permit standards and other State mandated reporting functions; and WHEREAS, the current software does not provide for options to track and report performance standards, such as inspection volume and schedules; and WHEREAS, the Code Enforcement Office has employed a series of manual "work- around" actions to meet the current standards of the NYS Uniform Building Code to maintain compliance; and WHEREAS, proposals have been sought from vendors specializing in respective software; and WHEREAS, the department has had presentations or has met with various vendors, including those presented at trade shows; and WHEREAS, it appears to be in the best interest of data conversion and functional continuity to purchase the upgraded version of the current software suite (SCA); and WHEREAS, the SCA proposal, as provided to the Town Board in advance of this resolution, contains the following: Building, Code Enforcement, Fire upgrade $5,900 Installation/Training $3,000 Planning & Zoning Module $17,510 Installation/Training $3,000 Annual Maintenance $2,900 Total $33,310 WHEREAS, the multi-year payment schedule may extend to five (5) years; and WHEREAS, the Town Board hereby authorizes the Town Supervisor to execute a contract with Software Consulting Associates, Inc., to purchase the SCA Code Enforcement, Fire, Planning and Zoning software suite at a total cost not to exceed Thirty-three Thousand, Three Hundred Ten Dollars and 00/100 ($33,310.00). NOW, THEREFORE, BE IT RESOLVED, as follows: I . The recitations above set forth are incorporated in this Resolution as if fully set forth and adopted herein. 2. The Town Board hereby authorizes the Town Supervisor to execute a contract with Software Consulting Associates, Inc., to purchase the SCA Code Enforcement, Fire, Planning and Zoning software suite at a total cost not to exceed Thirty-three Thousand, Three Hundred Ten Dollars and 00/100 ($33,310.00). 3. The Town Board hereby authorizes the Town Supervisor to execute a multi-year payment contract for the purchase of said SCA software suite. The foregoing was put to a vote which resulted as follows: CHRISTOPHER COLSEY, SUPERVISOR Voting: AYE WILLIAM H. BEALE, COUNCILMAN Voting: AYE VINCENT F. BETTINA, COUNCILMAN Voting: ABSENT ISMAY CZARNIECKI, COUNCILWOMAN Voting: AYE JOSEPH P. PAOLONI, COUNCILMAN Voting: AYE Dated: Wappingers Falls, New York 1/24/2011 The Resolution is hereby duly declared adopted. _(LrN'L HN C. MASTERSON, TOWN CLERK Software Consulting Associates, Inc, Proven Municipal Software Jan. 14t", 2011 Mr. Chris Colsey Supervisor Town of Wappinger 20 Middlebush Road Wappingers Falls, NY 12590 Dear Chris: Per your request, I have prepared pricing for the upgrade of your current SCA Building Department System to the new MunicityTM software. This price is based on a property parcel count of approximately 9,500. The cost of purchasing the software and the related professional services are outlined below. This quotation is good for 12 months. If you decide to proceed with this purchase, please contact me to prepare the actual purchase contracts. PRICE QUOTE FOR SOFTWARE UPGRADE TO MUNICITY Purchase of Municity Building Department and Code Enforcement Module including the Fire Safety features. This purchase will be treated as an upgrade and is discounted substantially from the price a new customer would pay ($ 22,500). We are pleased to offer this portion of the product for $ 5,900. This price will include the conversion of your current building department data from the current SCA software. II. Installation & Training — Building and Code Enforcement We expect the install and training to require approximately 30 hours Or $ 3,000 III. Purchase of Planning and Zoning Modules for Municity Since a Planning and Zoning module did not exist in the former version of the SCA Building Department software, this module is considered a new purchase. The list price of this module is $ 21,890. However since the town of Wappinger is an existing customer with several SCA products, we will discount this purchase 20% or $ 4,380 for a net cost of $ 17,510 Software Consulting Associates, Irtc. 54 Elizabeth Street, Suite 17, Red Hook, NY 12571 -• 845-758-0104 - Fax 845-758-0 - http://www.sca-corp 1 5&,A,.,5oftware Consulting Associates,, Inc, Froven Municipal 5oftware IV. Install and Training for Planning and Zoning The training and setup of planning and zoning will require approximately 30 hours of effort or $ 3,000. V. Palm Pilot or Laptop remote device Support SCA offers a remote device interface that can use either Palm Pilots or Field Laptops. The cost of this support is the same regardless of the option selected. The cost is $ 1,000 for the first device and $ 300 per additional device. These prices are for the software only and do not include the actual palm pilots or Laptops. Note: Another alternative would be to use laptops and have them connect via cellular internet connection directly into the main town network. Under this configuration, there will be no cost for the software (since there is none) but there would be other (non SCA) costs for air cards and cell phone time. The example used here for pricing would be for 3 palms or 3 laptops. Under this configuration, the cost would be $ 1,600 If the palm or laptop interface is purchased, the annual service cost increases by $ 100 per device. VI. Annual Maintenance The annual service and support contract for all of the modules will be combined into one contract. The cost of this service will be $ 2,900 per year if planning and zoning are selected. If only building department and code enforcement are selected, the annual maintenance will be $ 1,800. VII. Summary: Building Dept, Code Enforcement and Fire Safety Module — Upgrade including data conversion $ 5,900 Install & Training — Building Dept 3,000 Planning & Zoning Purchase 17,510 Planning & Zoning Training / Setup 3,000 Annual Maintenance — Entire Suite 2,900 Total Investment Incl First Year of Service $ 33,310 Software Consuffing Associates, Inc. 54 Elizabeth Street, Suite 17, Red Hook, W 12571 - W-758-0104 - Fax 845-758-0884 - http://V*mv.sca-corp Software Consulting Associates, Inc, Proven Municipal Software Thanks again for the opportunity to present this quotation and for your loyalty as an SCA client. We appreciate your business and we look forward to working with you on this project. Best Regards, Wil LaBossier General Manager Software Consulting 'associates, lt)c. 54 Elizabeth Street, Suite 17, Red [look, NY 12571 - 845-758-0104 - Fax 845-758-0884 - hftp://trnm,.sca-corp Software Consulting associates, Inc. ...� Proven Municipal Software Jan. 14', 2011 Mr. Chris Colsey Supervisor Town of Wappinger 20 Middlebush Road Wappingers Falls, NY 12590 Dear Chris: Per your request, I have prepared pricing for the upgrade of your current SCA Building Department System to the new MunicityTM software. This price is based on a property parcel count of approximately 9,500. The cost of purchasing the software and the related professional services are outlined below. This quotation is good for 12 months. If you decide to proceed with this purchase, please contact me to prepare the actual purchase contracts. PRICE QUOTE FOR SOFTWARE UPGRADE TO MUNICITY Purchase of Municity Building Department and Code Enforcement Module including the Fire Safety features. This purchase will be treated as an upgrade and is discounted substantially from the price a new customer would pay ($ 22,500). We are pleased to offer this portion of the product for $ 5,900. This price will include the conversion of your current building department data from the current SCA software. Il. Installation & Training — Building and Code Enforcement We expect the install and training to require approximately 30 hours Or $ 3,000 III. Purchase of Planning and Zoning Modules for Municity Since a Planning and Zoning module did not exist in the former version of the SCA Building Department software, this module is considered a new purchase. The list price of this module is $ 21,890. However since the town of Wappinger is an existing customer with several SCA products, we will discount this purchase 20% or $ 4,380 for a net cost of $ 17,510 Software Consulting Associates, Inc. 54 Elizabeth Street, Suite 17, Red Hook, NY 12571 - 845-758-0104 - Fax 845-758-0 - http:// .sca-corp Software Consulting Associates, Inc. __..__....� Froven Municipal aaftware IV. Install and Training for Planning and Zoning The training and setup of planning and zoning will require approximately 30 hours of effort or $ 3,000. V. Palm Pilot or Laptop remote device Support SCA offers a remote device interface that can use either Palm Pilots or Field Laptops. The cost of this support is the same regardless of the option selected. The cost is $ 1,006 for the first device and $ 300 per additional device. These prices are for the software only and do not include the actual palm pilots or Laptops. Note: Another alternative would be to use laptops and have them connect via cellular internet connection directly into the main town network. Under this configuration, there will be no cost for the software (since there is none) but there would be other (non SCA) costs for air cards and cell phone time. The example used here for pricing would be for 3 palms or 3 laptops. Under this configuration, the cost would be $ 1,600 If the palm or laptop interface is purchased, the annual service cost increases by $ 100 per device. VI. Annual Maintenance The annual service and support contract for all of the modules will be combined into one contract. The cost of this service will be $ 2,900 per year if planning and zoning are selected. If only building department and code enforcement are selected, the annual maintenance will be $ 1,800. VII. Summary: Building Dept, Code Enforcement and Fire Safety Module — Upgrade including data conversion Install & Training — Building Dept Planning & Zoning Purchase Planning & Zoning Training / Setup Annual Maintenance — Entire Suite Total Investment Incl First Year of Service Software Consultitag Associates, 'nr-. $ 5,900 3,000 17,510 3,000 2,900 $ 33,310 54 Elizabeth Street., Suite 17q lied Hoaok, NY 1257.1 - 845-758-0104 a Fax 345-758-0804 - http:l/ vy.sca-corl software Consulting Associates., Inc, Proven Municipal Software Thanks again for the opportunity to present this quotation and for your loyalty as an SCA client. We appreciate your business and we look forward to working with you on this project. Best Regards, Wil LaBossier General Manager Software Consulting Associates, Inc. 54 Elizabeth Strut, Suite 17, Recd Hook, NY 12571 - 845-758-0104 - Fax 845-758-0884 - http://tr ivw.sca-corp Chris From: Wil [Wil@SCA-CORP.COM] Sent: Friday, January 14, 2011 10:58 AM To: Chris Colsey Subject: Municity Upgrade Chris, We appreciate that you and your staff took the time to meet with us today. I forwarded the original invoice and the updated proposal to you in an earlier email. Some other notes that may be relevant to the board: The original software was purchased in 2002. The new software meets all the new State requirements such as: Annual State Reports, Operating Permits, and new requirements for COs. The new software integrates much more seamlessly with the new NY State building codes and requirements. The new software leverages new technologies such as Microsoft Outlook, Microsoft Word, Microsoft Outlook, and Google Maps. The new software is built on a platform that better positions the town for other technologies such as providing information to the public via a web -site, portable device support, including iPhones and Android phones or tablets. Let me know if you have any other questions, Sincerely, Wil LaBossier General Manager wil ,sca-coip.com Software Consulting Associates, Inc. 54 Elizabeth Street, Suite 17 Red Hook, NY 12571 Phone: (845) 758-0104 Fax: (845) 758-0884 TO: Town of Wappinger George Kolb, Building Inspector 20 Middle Bush Road Wappingers Falls, NY 12590 PO # INVOICE Invoice # 6013 Invoice Date 2/25/2002 Project Code WFBL1 PLEASE INCLUDE OUR INVOICE NUMBER ON YOUR PAYMENT. THANK YOU! DESCRIPTION QUANTITY RATE AMOUNT PURCHASE OF SCA BUILDING DEPARTMENT SYSTEM - BASE SYSTEM MODIFICATIONS PER LETTER OF JANUARY 25, 2002 INSTALLATION & TRAINING DATA CONVERSION - PARCEL MASTER FILE ANNUAL SERVICE FOR 2002 (PRO RATED THROUGH 12/3 1/0 1) 1,900.00 2,175.00 600.00 500.00 417.00 1,900.00 2,175.00 600.00 500.00 417.00 NOTE: Data conversion from Govern will be billed separately upon completion. TOTAL $5,592.00