2007 0315 Regular City Commission Meeting

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Summary Minutes: Regular City Commission Meeting March 15,2007 10F. 10F.l City of Sunny Isles Beach, Florida Building Department Software - Black Bear PTWIN. A Resolution of the City Commission of the City of Sunny Isles Beach, Florida, Authorizing the City Manager to Accept a Price Quote from Black Bear Systems, Inc. to Provide for the Modification of the PTWin32v2 Software Program in the Building Department and Provide Training to City Staff, in an Amount Not to Exceed $l5,000.00, Attached Hereto as Exhibit "A"; Authorizing the City Manager to Do All Things Necessary to Effectuate the Terms of this Resolution; Providing for an Effective Date. Action: City Clerk Hines read the title and Assistant City Manager/Finance Doug Haag reported noting that this will improve the services in Code Enforcement, Building Department, and Occupational Licensing. City Manager Szerlag introduced Paola Villa, Administrative Assistant to Building Official, who gave a power-point presentation and Demonstration on the added features and benefits that PTWin will not only bring to the Building Department but also to the Code Enforcement and Licensing Department. Public Speakers: Bud Scholl Mayor Edelcup asked if on the inspection reports, the applicant can check on the status of an application, are these real time or is it updated daily or weekly. Community Development Director Robert Solera said the fact that we have the online capabilities and that the inspectors will have that availability out in the field, the minute they do the inspection and they are able to enter those results onto the system out in the field, those results will automatically be updated on the system itself. Mayor Edelcup asked if the Department Head has to approve it before it goes into the system, and Mr. Solera said the inspections are done by the inspectors who have a criteria for passing or denying the inspection, if they make the criteria and the inspection is passed, instead of having to come back to the office with a hard copy and have one of the clerks enter the results, they are able to do so out in the field with a laptop. He said that is where we are moving towards, to have the capability not only for the Building Department Inspectors but also for the Code Enforcement Department Inspectors to have that capability out in the field to enter that information. Mayor Edelcup said then that the applicant can find out that information in real time, and Mr. Solera said inspections that are called in after 3:30 p.m. would not be in the system or would not be performed until 48- hours afterwards, anything that comes in before 3:30 p.m. will be done the next day. Bud Scholl said this involves a lot of training and he would caution to do it in three different waves, and you can negotiate with the vendor now. He suggested doing the initial wave of training, and in three months do another wave of training, and six months later do a third wave of training, and by that time you are really tightening people up on it. He said in his experience with systems that are this comprehensive, you only use 60% of the functionality because people never learn how to use it all. He asked how is the migration from the old system, and Information Technology Director Derrick Arias said that most ofthe migration has already been done, and we are ready to do the transfer, and once this resolution is adopted we can get the software modifications, we are asking the vendor to make some customizations for us to support master permits and sub permits, which we need for our jurisdiction. Commissioner Iglesias asked if this system is expandable, perhaps we can use electronic comments, and the applicant can check it in a day or so and find out what those comments 11