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Council reviews proposal to replace ENCODE permitting module and other software upgrades
Summary
Staff proposed one-time funds for FOIA/open-records software, CIP tracking expansion and a building-permit system to replace an outdated ENCODE module; council asked for clearer ongoing maintenance cost estimates before final approval.
Staff presented a package of technology and software upgrades designed to modernize back-office and customer-facing functions, including a new FOIA/open-records system to replace GovQA, expanded CIP tracking (to integrate budgeting and projects), Cohesity backup services and a dedicated building-permit software module to replace the city's older ENCODE permitting workflow.
"We currently use a system called GovQA, which is a bit clunky...this will help people request information, more easily," the staff member said when describing the FOIA replacement. On permitting, staff said Encode is out of date (the city is on ENCODE 9, not the current ENCODE 10) and that permitting remains busy because of storm-related repairs and renovation permits. Staff acknowledged first-year costs on certain packages are high; one-time upfront costs and ongoing maintenance fees will be clarified in the July packet.
Council members asked how licensing and maintenance costs would be budgeted (IT vs. departmental budgets) and whether cooperative purchasing or shared contracts could reduce costs. IT staff said many vendors price by seat or city size and that the city already leverages statewide cooperative agreements in many procurements.
