Fremont City Council Meeting: 04/15/25 07:00 PM
3300 Capitol Avenue Div/Dept: Information Technology Services Fremont, CA 94538 Category: Agreements and Contracts
SCHEDULED
Sponsors:
COUNCIL STAFF REPORT (ID # 5401) DOC ID: 5401
Updated: 4/9/2025 5:48 PM by Dina Lewis Page 1
AMENDMENT TO VELOSIMO MASTER LICENSING AGREEMENT - Authorize the City Manager or Designee to Execute an Amendment to the Master Licensing Agreement with Velosimo, Inc. to Add Middleware Connector Services to Support the Accela-LaserFiche Integration, Increase the Not-to-Exceed Compensation an additional $108,275 to a $201,106, and Extend the 5-Year Term an Additional Year to 2030.
Contact Persons:
Name: James Wong Sanford Taylor
Title: Senior Systems
Analyst/Programmer
IT Director
Div/Dept: Information Technology Services IT Services
Phone: (510) 494-4812 510-494-4802
E-Mail: [email protected] [email protected]
Executive Summary: Velosimo is a cloud-hosted middleware software service that facilitates integration between two other software systems. Currently, Velosimo is used to integrate two separate services with the City’s permit system, Accela. These other services include ePlanReview (ePR) and DocuSign. ePR is the City’s electronic plan review software.
DocuSign is the digital signature software service the City utilizes to ensure legally compliant digital signatures are collected, where required. This third Velosimo middleware connection with Accela will facilitate integration with the City’s new document archive, LaserFiche. Connecting Accela with LaserFiche will allow direct export of final permit documentation into the City’s new document archive. The proposed action would amend the existing agreement with Velosimo to incorporate middleware services for the Accela-LaserFiche integration.
Staff recommends that the City Council authorize the City Manager, or her designee, to amend the Velosimo agreement to: modify the scope of services to provide middleware services to connect Accela with LaserFiche; increase the not-to-exceed compensation an additional $108,275 to a new not-to-exceed compensation of $201,106; and extend the five-year term an additional year to 2030.
DISCUSSION/ANALYSIS: As described, Velosimo is a middleware software that facilitates integrations between two other software systems. Within Velosimo, integration connections are simplified thus allowing non-compatible systems to integrate.
Velosimo is used to connect two different software systems with Accela, the City’s permitting system. Velosimo connects Accela with the electronic plan review software, ePlanReview (ePR), as well as connects DocuSign with Accela. The DocuSign integration is recent and facilitates legally compliant digital signatures as part of the City’s now paperless permitting process.
In July 2024, the Velosimo agreement was executed specifically for the Accela-DocuSign integration, for a five-year team and a not-to-exceed amount of $92,830.61 (or about $18,000 per term year).
Council Staff Report (ID # 5401) Meeting of April 15, 2025 Updated: 4/9/2025 5:48 PM by Dina Lewis Page 2
Velosimo costs associated with the ePR integration are included as part of the ePlanReview Master Licensing Agreement. Velosimo ePR middleware services cost about $29,000 per term year.
Separately, at the May 14, 2024, City Council Meeting, Council authorized the purchase of LaserFiche as the City’s new document archive system. Implementation of LaserFiche is currently in-progress with an expected go-live date of August 2025. A requirement of the LaserFiche project is that it be integrated with Accela to facilitate electronic transfer of final permit documentation. To facilitate this integration with Accela, a middleware software is required, similar to that for both DocuSign and ePR.
ITS solicited three middleware service proposals for the LaserFiche integration. Of the three, Velosimo was chosen to minimize the number of different software integrations with Accela and to maximize staff familiarity and expertise.
FISCAL IMPACT: Funding for the first year of cost associated with Velosimo middleware (i.e., $24,640) is appropriated in the ITS Capital Replacement Fund (Fund 625).
Costs associated with years two through five of the Velosimo middleware connector service to integrate Accela with LaserFiche will be paid for by Planning (Fund 391), Building (Fund 392), and Engineering (Fund 393) annual operating budgets as part of the ITS overhead cost allocation. These funds are primarily supported by permit fees, which will be the source used to pay for the Velosimo services.
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 Velosimo, Inc. to add middleware connector services to support the Accela-LaserFiche integration, increase the not-to-exceed compensation an additional $108,275 to $201,106, and extend the five-year term an additional year to 2030.