Fremont City Council Meeting: 10/04/22 07:00 PM
3300 Capitol Avenue Div/Dept: Business Systems
Fremont, CA 94538 Category: Agreements and Contracts
SCHEDULED
Sponsors: Community Development Director Dan Schoenholz STAFF REPORT (ID # 4711) DOC ID: 4711
Updated: 9/27/2022 5:38 PM by Rocio Fierro Page 1
ACCELA AUTOMATION SOFTWARE SUPPORT CONTRACT APPROVAL -
Authorize the City Manager, or Designee, to Issue a Purchase Order and to Execute Implementing Documents with Accela, Inc., for the Annual Software Support and Maintenance of the Accela Citizen Access (ACA), Accela GIS (AGIS), and Accela Automation (AA)
Contact Persons:
Name: Alicia Hernandez Sanford Taylor
Title: Division Manager IT Director
Div/Dept: Business Systems Information Technology Services Phone: 510-494-4805 510-494-4802
E-Mail: [email protected] [email protected]
Executive Summary: The City has a Software as a Service (SaaS) support agreement with Accela, Inc. The existing support agreement for the system expires on October 29, 2022.
The annual support cost for the Accela SaaS Agreement for the period of October 30, 2022 through October 29, 2023, is $476,551. The amount of the Accela contract exceeds $100,000 and requires City Council approval.
BACKGROUND: The City has used the Accela Land Management and Permitting Software System to support the City’s development permitting services since 2017. The Accela software system supports internal staff, as well as external customers (via the Accela Citizen Access [ACA] portal). The ACA portal facilitates electronic permit submitt al and review, and on-line research into the City’s permitting database by the public. The Accela Automation system supports planning entitlement, building plan review and inspection, development engineering permitting, code enforcement complaints, and special events.
DISCUSSION/ANALYSIS: Support agreements provided by the vendor ensure that the Land Management/Permitting application and its associated components such as Accela GIS (AGIS) and the Citizen facing portal – Accela Citizen Access (ACA) – are kept updated with modern technology and, more importantly, patched regularly for cybersecurity protection .
Software support agreements are also necessary for ongoing support and maintenance in the event of system malfunction.
The Accela software support agreements are annual agreements that the City renews. The agreements include services for assistance with technical problems, software fixes, and upgrades of the software and database to the current version.
The annual software support agreement is for services through October 29, 2023, in the amount not-to-exceed $476,551. With Council’s approval, the City Manager is authorized to renew the agreements with Accela for four additional one-year terms in an amount not-to- exceed a five percent (5%) increase per year.
FISCAL IMPACT: Each budget group - with staff utilizing Accela - funds the application license costs through a proportionate allocation in its IT Allocation for the fiscal year. As such, funds are appropriated for the annual Accela software support agreements in the Staff Report (ID # 4711) Meeting of October 4, 2022
Updated: 9/27/2022 5:38 PM by Rocio Fierro Page 2
Information Technology Services Department’s FY 2022/23 operating budget (620-17021).
Funding for subsequent years will be requested as part of the City’s annual budget process.
ENVIRONMENTAL REVIEW: Not applicable
ATTACHMENTS: None.
RECOMMENDATIONS:
1. Authorize the City Manager, or designee, to issue a purchase order and to execute implementing documents with Accela, Inc., for the annual software support and maintenance of Accela Automation (AA); Accela GIS (AGIS); and Accela Citizen Access (ACA) through October 29, 2023, in the amount not-to-exceed $476,551.
2. Authorize the City Manager, or designee, to renew the annual software support agreements with Accela, Inc., for four additional one-year terms in an amount not-to- exceed a five percent (5%) increase per year.