Fremont City Council Meeting: 06/14/22 07:00 PM
3300 Capitol Avenue Div/Dept: Community Development
Fremont, CA 94538 Category: Agreements and Contracts
SCHEDULED
Sponsors:
STAFF REPORT (ID # 4619) DOC ID: 4619
Updated: 6/8/2022 12:26 PM by Susan Gauthier Page 1
e-PLAN, INC. MASTER LICENSING AGREEMENT - Authorize the City Manager or Designee to Execute a Master Licensing Agreement with e-Plan, Inc., for the City’s Electronic Plan Review System for a Three-year Term and a Not-to-Exceed amount of $493,680 and Making Findings of CEQA Exemption Contact Persons:
Name: Jennifer Craven Sanford Taylor
Title: Business Manager IT Director
Div/Dept: Community Development IT Services
Phone: 510-494-4554 510-494-4802
E-Mail: [email protected] [email protected]
Executive Summary: The City’s agreement for electronic plan review software and services will expire in August 2022. The purpose of this staff report is to request authorization for the City Manager to execute a new three-year master licensing agreement with the vendor, e-Plan, Inc.
BACKGROUND: Since March 2021, all new permit requests requiring plan review have been completed electronically via the City’s electronic plan review (ePR) system. The ePR system, provided by e-Plan, Inc., is a cloud-hosted software-as-a-service (SaaS) product.
The current agreement with e-Plan, Inc. expires in August 2022.
DISCUSSION/ANALYSIS: To continue the ePR services with e-Plan, Inc., staff recommends establishing a new master licensing agreement to continue the electronic plan review hosted SaaS and subscription services for an additional three-year term. Software license renewals where the City has previously procured software systems are exempt from the competitive procurement requirements of the City’s municipal code (Section 3.20.280).
The not-to-exceed compensation for the recommended three-year term of the agreement is $493,680, with an annual cost of $164,560. This includes 85 licenses for named users at $1,600 each, which is a reduction from the $1,700 per license fee for the prior agreement.
In addition, the cost of the middleware (Velosimo) used to connect Accela to ePlanSoft is $28,560 per year. There is no cost adjustment for the middleware from the prior agreement.
FISCAL IMPACT: No General Fund monies are used to pay for permitting-related software, including the electronic plan review software. Funding for the first year of the agreement was included in the Information Technology Operating Fund (Fund 620) as part of the FY 2022/23 Proposed Operating Budget. The second and third years of the agreement will be requested through the Information Technology Services Department operating budget as part of the City’s annual budget process. The annual costs are charged to the various Development Services Center users through the ITS cost allocation process.
ENVIRONMENTAL REVIEW: The proposed action is exempt from and not subject to review under the California Environmental Quality Act (CEQA) because, without limitation, it is not a “project” as defined in CEQA Guidelines Section 15378(b)(2), Section 15378(b)(4) Staff Report (ID # 4619) Meeting of June 14, 2022
Updated: 6/8/2022 12:26 PM by Susan Gauthier Page 2
and/or Section 15378(b)(5), as it is a fiscal or administrative activity of a governmental entity that will have no direct or indirect physical impact on the environment, and/or CEQA Guidelines Section 15061(b)(3), as it can be seen with certainty that there is no possibility that the activity may have a significant effect on the environment per, each as a separate and independent basis for CEQA compliance.
ATTACHMENTS: None.
LINKS: None.
RECOMMENDATION: Authorize the City Manager or Designee to execute a Master Licensing Agreement with e-Plan, Inc., for electronic plan review SaaS services for a three- year term and a not-to-exceed compensation of $493,680.