TRAKiT is a full suite of software applications that is comprised of a series of interrelated modules that are tightly linked with a GIS-centric (Geographic Information System) database to provide an easy-to-use system for creating, issuing, and tracking any type of community development activity all within a single-screen interface. The Town of Miami Lakes (“the Town”) uses this software for the creation, tracking, and issuing of permits, code violation cases, and lien letters. The Town authorized the purchase of TRAKiT in July of 2011 from CRW Systems, Inc., which has been acquired by several companies since then, but is currently owned by Superion.

The Town hired a consultant to assist with the implementation of TRAKiT, which took approximately six (6) months to carry out. TRAKiT has had several customizable features added, such as personalized permit reports, scripts on permit expiration and lien letters, along with modified workflows. Since then, the Town staff and residents have become familiar with TRAKiT's user interface and the procedure to apply for and process permits.

The Town's Code Enforcement, Building, and Town Clerk departments have been using TRAKiT since its implementation in 2012. Recently, the Town was notified that its current version of TRAKiT is no longer supported and that future maintenance and support will only focus on newer versions of TRAKiT. The latest version of the software, TRAKiT 9, was released in 2014.

In addition to the several custom enhancements that were developed for TRAKiT 9, the Town would benefit from upgrading to the new version for the following reasons:
1. Laserfiche is a software that enables organizations to manage and store documents, videos, photos, and other content. The Laserfiche plugin-enhanced functionality will allow single storage point for records and bi-directional transmission of data between TRAKiT 9 and Laserfiche. Currently, this process requires data import into each system individually.
2. With the upgrade, the business license renewal process is now part of the core system and includes many features that will allow the Town to automate the process that consists of renewing the expiration date and changing the status of the business license once it has been renewed, which is all currently done manually.
3. The GIS/land data import process needs to be completely overhauled as Miami-Dade County changed the format in which data is provided and it no longer works with the current version's import mechanism.
4. The eMarkup application will be replaced by BlueBeam Revu, a modern design application that complies with Rule 61G15-23.003 of the Florida Administrative Code that allows architects and engineers to upload, review, sign and seal work electronically, which eliminates the need for engineers to visit the building department to manually sign plans and in turn, saves time and minimizes walk-in traffic.

Superion provided the Town with a quote of $103,340 for the upgrade and implementation of TRAKiT 9. This quote includes the cost of installation and configuration, development and conversion, consulting, training, and project management. Yearly licensing and support fees would amount to $24,000 a year, which is $7,000 less than our current yearly licensing and support fees with TRAKiT.NET and eMarkup.

The Town conducted market research to consider whether the pricing offered by Superion is reasonable in light of the alternatives. The Town received a quote from Tyler Technologies for a comparable program, EnerGov. The total cost for the implementation of the module is $278,059, not including the estimated travel expenses of $47,600, which would amount to a total of $325,659. Not only is the cost for implementing EnerGov much higher than the cost to upgrade the Town's currently used program, but there are other significant obstacles involved with transitioning that would contribute to the cost. Implementation of a new system requires a considerable amount of Town staff time and is disruptive to normal operations. Aside from implementation, all existing data would need to be migrated to EnerGov, Town staff would need to be trained on how to use EnerGov efficiently, and Town residents would also need to adapt to an entirely new program.

For the reasons stated above, it is recommended that the Town Council authorize a waiver of the competitive solicitation process under Section 5(d) of Ordinance 17-203 and authorize the Town Manager to extend our current agreement with Superion, LLC. to upgrade to the newest version, TRAKiT 9.