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HomeMy WebLinkAboutMINUTES - 05212013 - D.5RECOMMENDATION(S): 1. Accept report from the Director of the Department of Conservation and Development (DCD) outlining use of mobile technology to expedite building permits and introducing the new ePermits Center, which allows customers to use the internet to apply for building and planning permits, research application histories, and make payments for services; 2. Approve and authorize the DCD Director, or designee, to execute User Agreements with property owners and contractors to conduct electronic transactions for building and land use permits; 3. Authorize implementation of the new ePermits Center. FISCAL IMPACT: Budgeted through Permit fees, services covered under existing agreement. BACKGROUND: Recognizing that the internet and mobile technology are increasingly utilized by the public in conducting business, the Department of Conservation and Development (DCD) has developed an internet-based permitting and payment system called the ePermits Center. The ePermits Center is a page on the County website that can be accessed directly at www.epermits.cccounty.us. The ePermits Center will facilitate more effective working relationships with customers by allowing them to use the internet and mobile devices to: APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 05/21/2013 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V Supervisor Contact: Jason Crapo, 674-7722 I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown. ATTESTED: May 21, 2013 David Twa, County Administrator and Clerk of the Board of Supervisors By: June McHuen, Deputy cc: D.5 To:Board of Supervisors From:Catherine Kutsuris, Conservation and Development Director Date:May 21, 2013 Contra Costa County Subject:ACCEPT REPORT AND AUTHORIZE IMPLEMENTATION OF THE ePERMITS CENTER BACKGROUND: (CONT'D) • search for property and permit information, • submit applications for building permits or land use projects, • track land use applications through the review and public hearing process, • schedule and track building inspections, • submit building plans, and • make payments for services and permits. For the past several months, customers have been able to access the 3-hour timeframe for their building inspection through the Department's website. Following approval by the Board of Supervisors of the ePermits Center, contractors, owner/builders, and applicant representatives will be able to apply online for the following building permit and land use application types: • Residential Electrical • Residential Mechanical • Residential Plumbing • Residential Re-roof • Home Occupation Land Use Permit To use the ePermits Center to submit an application, contractors and owner/builders will need to establish a User Account and sign a User Agreement (see Attachments A and B), which complies with the State of California laws and guidance from the Secretary of State governing electronic transactions. The User Agreement provides an official “wet signature” to the County and acknowledges that the User intends to conduct electronic transactions with the County. Once the User Agreement is completed, a contractor or owner/builder or those listed on the agreement as authorized agents may continue to submit applications for multiple applications and/or over a number of years. Establishing a User Account is a simple three-step process: • Download and complete the User Agreement • Submit a signed User Agreement with copy of ID and/or Contractor’s license card • DCD will send confirmation email with user name and password establishing account Once the User Account is established, a contractor or owner/builder or authorized agent may submit a permit application and obtain their permit within 2 business days with only five (5) steps: 1. User logs in to the ePermits Center 2. User submits application for the selected permit type 3. DCD reviews the submitted application and responds within two business days 4. User makes payment online 5. DCD issues permit card The Department has contracted with a third party vendor, Official Payments, to securely handle credit card and electronic check payments. The cost of this service is paid for by a convenience fee charged directly to the applicants: a 2.5% convenience fee charge on credit card transactions or a $3.00 charge for electronic check transactions under $10,000.00 and a $15.00 charge for electronic check transactions over $10,000.00 payable to Official Payments. The Department plans to continue to develop the uses of the ePermits Center to increase the types of permit applications that can be submitted and processed online. In addition to launching the ePermits Center and providing online access to the daily inspection schedules, the Department has switched from the use of Toughbooks, which are small, heavily reinforced laptops weighing approximately 5 pounds, to smartphones for use by Building Inspectors in the field. The smartphones are much lighter and easier to use in the field and cost only a fraction of the cost of the Toughbooks. Additionally, the smartphones incorporate voice recognition technology allowing Inspectors to enter information into the Department's database without needing to type, thereby increasing the speed with which customers can be notified about the outcome of the inspection. With the use of the smartphones Building Inspectors can now: • retrieve their daily inspection schedules in the field • view details of the permit • view information on previous inspections • type or dictate comments related to an inspection • result the inspection and enter information into our Permit Tracking System and • send an email with confirming notice to customer. Implementation of the ePermits Center and use of smartphones represents a new era for public service delivery in Contra Costa County. The ePermits Center brings government to the public at times and places convenient to the customer. The ePermit Center improves service to the public by enhancing access, speed and quality. Rather than driving to a County office, customers can now access services at: www.epermits.cccounty.us CONSEQUENCE OF NEGATIVE ACTION: Without approval of the ePermits Center, customers will continue to have drive to our offices to submit land use and building permit applications. CHILDREN'S IMPACT STATEMENT: N/A CLERK'S ADDENDUM ACCEPTED the  report from the Director of the Department of Conservation and Development (DCD) outlining use of mobile technology to expedite building permits and introducing the new ePermits Center, which allows customers to use the internet to apply for building and planning permits, research application histories, and make payments for services; APPROVED and AUTHORIZED THE DCD Director, or designee, to execute User Agreements with property owners and contractors to conduct electronic transactions for building and land use permits; and AUTHORIZED implementation of the new ePermits Center. ATTACHMENTS Report Contractor Agreement Owner-Applicant Agreement DEPARTMENT OF CONSERVATION AND DEVELOPMENT INTRODUCES ePERMITS CENTER ON-LINE PERMITTING AND MOBILE APPLICATIONS www.epermits.cccounty.us Improving Services to the Public: Access, Speed and Quality Overview On-Line Services now available Check Inspection Time Request an Inspection Search County Data for Property Information Apply, Make Payment, and Obtain certain Building and Land Use Permits Using Technology to Improve Operations Mobile Devices allow Inspectors to do more in the field and get results to customers in Real Time Daily Inspection Schedule is Available On The County Web Site ePermits Center www.epermits.cccounty.us Search Data Obtain Permits Use ePermits Center to: Search County Data  Permit history  Parcel Information Obtain Permits Create Account Apply for Permits Make Payment Print Permit Search County Data ePermits Center Provides Searching For Building Permit History How To Create An Account 1.Download and complete the User Agreement 2.Submit a signed User Agreement with copy of ID and/or Contractor’s license card 3.DCD will send confirmation email with user name and password establishing account ePermits Center User Agreement Contractor Agreement Owner-Builder/Owner Agreement Permit Types Available Through ePermits Center Residential building permit types: Plumbing Mechanical Electrical Re -roof Land use permits: Home Occupation Online Permit Process User logs in to ePermits Center User selects and submits the permit type DCD reviews the submitted application and responds within two business days User makes payment online DCD issues permit card Applicant Receives The Issued Permit Card By E-mail. Applicant May Proceed With Permitted Work. Building Inspector Mobile App Inspectors Retrieve their Assigned Inspections List for the Current Day Inspectors Can View Details Of The Permit And Previous Inspection History Inspectors Insert Comments By Speaking Into The Phone Inspection Results Are Synced From The Mobile App To The Internal Office And ePermits Center Inspector E-mails the Correction Notice to Applicant in Real Time Looking Forward Solar Fastrac All Building Permits Available Online Electronic Plan Review Expanded Planning Applications Online www.epermits.cccounty.us Customers Can Now Use Their Own Computers And Mobile Devices To Submit Applications, Schedule Inspections And Look Up Histories Anytime, Anywhere At: www.epermits.cccounty.us Improving Services to the Public: Access, Speed and Quality Contra Costa County ePermits Center Contractor User Agreement Please complete and sign this agreement, and submit this agreement along with copies of valid Contractor’s License card and Driver’s License the Building Inspection Division by one of the following methods: 1.) E-mail a scanned copy of the completed, signed agreement, copy of valid Contractor’s card and Driver’s License permits@dcd.cccounty.us 2.) Fax a copy of the completed, signed agreement, copy of valid Contractor’s card and Driver’s License (925) 674-7244 3.) Mail or deliver the original completed, signed Agreement, copy of valid Contractor’s card and Driver’s License to Application & Permit Center, 30 Muir Road, Martinez, CA 94553 Attn: ePermits Registration. OFFICE HOURS: Monday-Thursday, 7:30am-5:00pm, Friday, 7:30am-4:00pm, PHONE: (925) 674-7200 Contractor’s Name (first and last): State Contractor License holder’s name Business Name (if applicable): State Contractor’s License Number: Expiration Date: Contractor License Number Driver’s License No: Expiration Date: Address: City, State, Zip: Phone: Worker’s Compensation Insurance Information Policy Number: Expiration Date: Amount of Coverage: Email Address: If you are registering for the ePermits Center, the email address listed above will be your ‘Authorized Email Address’. Authorized Agents The people below are authorized to act as my agents with full signature authority in the Contra Costa County Permitting Process. I understand that it is my responsibility to notify the County when these agents are no longer employed by me so their ability to pull permits on my behalf will be disabled on the ePermits Center site. Agent(s) must also must complete and submit a signed copy of the 1.) ePermits Center Contractor User Agreement form and 2.) copy of Driver’s License. Agent’s ePermits Center account will not be created if all necessary documentation is not received. Agent’s Name Agent’s Email Address Agent’s Phone Agent’sSignature Contractor Agreement In addition to in‐person permitting and application processing, electronically submitting building permit applications, paying related fees, and issuing permits (“Electronic Permit Service”) is available in Contra Costa County. By submitting this agreement, I, the undersigned applicant, agree to the following terms and conditions of the Electronic Permit Service described herein. 1. Indemnification. I [further] agree to indemnify and hold harmless the Contra Costa County, its officers, employees, and agents (“County”), from and against any and all claims, demands and actions from damages resulting from operations under any permit issued using the Electronic Permit Service, regardless of negligence of the County, and to assume the defense of the County against all such claims, demands, and actions. 2. Modification and Termination of Service. At any time, County or applicant, at its sole discretion, may discontinue its use of the Electronic Permit Service. At any time, County, at its sole discretion, also may terminate the undersigned applicant’s account and require the applicant to submit all future building permit applications in person or by mail. County shall not be liable to the undersigned applicant or any third party for any modification to or discontinuance of the Electronic Permit Service. Upon termination of the undersigned applicant’s account, all information retained in that account will be deleted. 3. Applicant Conduct. The undersigned applicant shall comply with this Agreement and all local, state, and federal laws and regulations while using the Electronic Permit Service. The undersigned applicant shall not: (a) interfere with the use and enjoyment of the Electronic Permit Service by other users; (b) impersonate any person or entity or misrepresent its affiliation with a person or entity; (c) permit any third-party to access the applicant’s Electronic Permit Service account using the applicant’s id(s) and password(s). The applicant shall notify County immediately upon determining that the applicant’s account was accessed by a third-party. I understand that my actions to submit building permit or planning applications through the ePermits Center will serve as my electronic signature on the application(s) as provided for under California Civil Code 1633.1- 1633.17-Electronic Transactions. I hereby affirm that I am a licensed under provisions of Chapter 9 (Commencing with Sec. 7000) of Division 3 of the Business and Professionals Code, and my licenses are in full force and effect. Under penalty of perjury under the laws of the State of California, I declare that I have read the foregoing document and that the facts stated in it are true. Additionally, I agree to the terms and conditions of the ePermit Center. Signature of Contractor/Applicant Date STAFF USE ONLY Received photo ID and contractor card? YES NO Received Agent(s) ID YES NO Date Account(s) activated in AA: DCD Staff name: Contra Costa County ePermits Center User Agreement Please complete and sign this Agreement, and submit the Agreement and a copy of the applicant’s valid California Driver’s License or Identification card to the Building Inspection Division by one of the following methods: 1.) E-mail a scanned copy of the com pleted, signed agreement and copy of Driver‟s License or ID to permits@dcd.cccounty.us 2.) Fax a copy of the completed, signed agreement and Driver‟s License or ID to (925) 674-7244 3.) Mail or deliver the original completed, signed Agreement and copy of Driver‟s License or ID to Application & Permit Center, 30 Muir Road, Martinez, CA 94553 Attn: ePermits Registration. OFFICE HOURS: Monday-Thursday, 7:30am-5:00pm, Friday, 7:30am-4:00pm, PHONE: (925) 674-7200 Applicant‟s Name: Driver‟s License/ID No: Expiration Date: Address: City, State, Zip: Phone with area code: Email Address: If you are registering for the ePermits Center, the email address listed above will be your ‘Authorized Email Address’. Owner-Builder / Applicant Agreement In addition to in‐person permitting and application processing, electronically submitting building permit applications, paying related fees, and issuing permits (“Electronic Permit Service”) is available in Contra Costa County. Place a check next to the option(s) for which you would like to register. To register for one of the permitting options below you must provide an „Authorized Email Address‟ (above). I am applying for a Home Occupation permit. I Rent Own the property for the Home Occupation permit. If you are not the owner of the property, you must also submit a notarized letter from the property owner indicating the type of business proposed and they are aware of your intent to apply for a Home Occupation permit. I am applying as an Owner-Builder for a Building Permit(s). I agree to complete, sign and submit the Owner -Builder Permit Addendum and Authorization of Agent forms for each building permit I apply for. By submitting this agreement, I, the undersigned applicant, agree to the following terms and conditions of the Electronic Permit Service described herein. 1. Indemnification. I [further] agree to indemnify and hold harmless the Contra Costa County, its officers, employees, and agents (“County”), from and against any and all claims, demands and actions from damages resulting from operations under any permit issued using the Electronic Permit Service, regardless of negligence of the County, and to assume the defense of the County against all such claims, demands, and actions. 2. Modification and Termination of Service. At any time, County or applicant, at its sole discretion, may discontinue its use of the Electronic Permit Service. At any time, County, at its sole discretion, also may terminate the undersigned applicant‟s account and require the applicant to submit all future building permit applications in person or by mail . County shall not be liable to the undersigned applicant or any third party for any modification to or discontinuance of the Electron ic Permit Service. Upon termination of the undersigned applicant‟s account, all information retained in that account wil l be deleted. 3. Applicant Conduct. The undersigned applicant shall comply with this Agreement and all local, state, and federal laws and regulations while using the Electronic Permit Service. The undersigned applicant shall not: (a) interfere with t he use and enjoyment of the Electronic Permit Service by other users; (b) impersonate any person or entity or misrepresent its affiliation with a person or entity; (c) permit any third-party to access the applicant‟s Electronic Permit Service account using the applicant‟s id(s) and password(s). The applicant shall notify County immediately upon determining that the applicant‟s account was accessed by a third-party. 4. Owner-Builder Permit Addendum. Applicant shall complete and submit to County an Owner Builder Addendum for each building permit for which an application is submitted. I understand that my actions to submit building permit or planning applications through the ePermits Center will serve as my electronic signature on the application(s) as provided for under California Civil Code 1633.1- 1633.17-Electronic Transactions. Under penalty of perjury under the laws of the State of California, I declare that I have read the foregoing document and that the facts stated in it are true. Additionally, I agree to the terms and conditions of the ePermits Center. Signature of Owner-Builder/Applicant Date STAFF USE ONLY Received photo ID? YES NO Date Account(s) activated in AA: DCD Staff name: