Fremont City Council Meeting: 04/15/25 07:00 PM
3300 Capitol Avenue Div/Dept: Community Development
Fremont, CA 94538 Category: Agreements and Contracts
SCHEDULED
Sponsors:
COUNCIL STAFF REPORT (ID # 5388) DOC ID: 5388
Updated: 4/9/2025 5:41 PM by Dina Lewis Page 1
AMENDMENT TO E-PLAN, INC. MASTER LICENSING AGREEMENT - Authorize the City Manager or Designee to Execute an Amendment to the Master Licensing Agreement with e-Plan, Inc. to Extend the Term an Additional Two Years and Increase the Not-to-Exceed Compensation an Additional $354,215 to $847,895 for the Five Year Term.
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 services will expire in August 2025. Staff requests that the City Council authorize the City Manager, or her designee, to execute an amendment to the Master Licensing Agreement with e-Plan, Inc. to extend the term two additional years, for a total of five years, and increase the not-to-exceed compensation by $354,215 to a new not-to-exceed compensation total $847,895 for the five-year term.
BACKGROUND: Beginning in March 2021, plan review services for all new permit requests have been processed electronically via ePlanREVIEW (ePR), the City’s electronic plan review software. ePR is a cloud-hosted software-as-a-service (SaaS) product. The current agreement was executed in 2022 for a three-year term and will expire in August 2025.
The initial three years of the 2022 ePR agreement had an annual cost of $164,560, which included $28,650 for the middleware connector software (Velosimo), included 85 name user licenses, and did not include any annual cost adjustment. The not-to-exceed compensation for the three-year term was $493,680.
DISCUSSION: Going forward, the service costs for the two additional years of the agreement will be adjusted 5% each year (typical annual adjustments range from 3% to 7%). As such, year four of the agreement will be $172,788 and year five of the agreement will be $181,427. The number of licenses remains unchanged at 85 and costs associated with the middleware software (Velosimo) are still included in the annual ePR fee. The new not-to-exceed compensation of the agreement for the five-year term will be $847,895, an increase of $354,215 for the two additional years of service.
FISCAL IMPACT: No General Fund monies are used to pay for permitting-related software, including the electronic plan review software. ePR software service costs are funded by the budget groups who participate in permitting plan review including Planning (Fund 391), Building (Fund 392), Engineering (Fund 393), Parks Planning and Design (Fund 393), and Environmental Services (Fund 115) as part of the annual operating budget. ePR costs are distributed to each budget group as part of the ITS direct cost allocation.
Council Staff Report (ID # 5388) Meeting of April 15, 2025 Updated: 4/9/2025 5:41 PM by Dina Lewis Page 2
Costs associated with ePR are partially recovered through payment of the 3% Permitting Technology Fee charged on all Planning, Building, and Engineering permit applications.
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)(5) and/or Section 15378(b)(5) and as it can be seen with certainty that there is no possibility that the activity may have a significant effect on the environment per CEQA Guidelines Section 15061(b)(3), each as a separate and independent basis for CEQA compliance.
ATTACHMENTS: None.
RECOMMENDATION: Authorize the City Manager, or her designee, to execute an amendment to the Master Licensing Agreement with e-Plan, Inc., to extend the term an additional two years and increase the not-to-exceed compensation an additional $354,215 to $847,895 for the five-year term.