CITY OF MENIFEE
SUBJECT: Bid Award and Agreement with IK Consulting, LLC for On-Call Accela Implementation and Maintenance Support Services
MEETING DATE: October 1, 2025
TO: Mayor and City Council
PREPARED BY: Ross Sublett, Management Analyst
REVIEWED BY: Michelle Sarkissian, Chief Information Officer APPROVED BY: Armando G. Villa, City Manager
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RECOMMENDED ACTION
1. Award bid and authorize the City Manager to execute a Professional Service Agreement with IK Consulting for on-call Accela implementation and maintenance support services in a total not-to-exceed amount of $75,000, through June 30, 2026; and
2. Authorize the City Manager to execute up to four one-year extensions, at the City’s discretion, in the not-to-exceed aggregate amount of $300,000; and
3. Authorize the Finance Department to issue individual Purchase Orders (PO) on an as-needed basis against the executed agreements, not-to-exceed the aggregate agreement amount approved for each year.
DISCUSSION
The City of Menifee utilizes the Accela software platform as a critical tool for managing essential community development functions, including permitting, planning, and review. The effective and uninterrupted operation of the Accela system is necessary in maintaining efficient City operations, ensuring regulatory compliance, and providing a high level of service to residents, developers, and the business community.
To ensure Accela’s ongoing stability, functionality, and optimization, the City requires access to specialized technical expertise. The Accela platform is a complex, enterprise-level system that demands a sophisticated skill set for tasks such as system administration, troubleshooting, module configuration, workflow updates, and the implementation of new features. While City staff manage the day-to-day operations of the system, specialized support is periodically necessary to address complex technical issues and strategic enhancements that fall outside the scope of routine internal responsibilities. A technical expert would also be necessary to complete one-time
City of Menifee Staff Report
On-Call PSA with IK Consulting for Accela
October 1, 2025
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projects that have been planned already, such as linking the City’s financial system with Accela for seamless customer transactions and updating annual user fees for permitting.
On June 26, 2025, the City of Menifee issued a Request for Proposals (RFP) No. 2025-20 related to the Accela Implementation and Maintenance Support Services. The City received a total of nine proposal responses by the closing date July 28, 2025. A review committee comprised of City staff from multiple departments completed a comprehensive evaluation of the proposals received.
Proposals were reviewed and ranked based on the experience and qualification of the firms and their project approach, proposal quality, reference review, and cost proposal. The average scores for the proposal evaluation are shown in Table 1 below.
TABLE 1 - PROPOSAL EVALUATION SUMMARY
Firm Average Score (100 Points)
IK Consulting, LLC 86.17
Silver Lining Solutions, LLC 81.83
3SG Plus, LLC 80.50
Consultadd, Inc. 77.17
Visionary Integration Professionals, LLC 77.17
SEP Technology Consulting, LLC 76.17
Mobile Programming, LLC 73.17
GovPath 72.67
Accela, Inc. 72.17
Following a review of the proposals received, the top three firms were invited to participate in an interview. The average scores of the evaluation completed by the interview panel are summarized in Table 2 below.
TABLE 2 - INTERVIEW SUMMARY
Firm Average Score (100 Points)
IK Consulting, LLC 86.67
Silver Lining Solutions, LLC 82.83
3SG Plus, LLC 63.33
Staff is recommending IK Consulting, LLC (IKC) as the vendor for these on-call services based on the above scores. IKC was the City’s original partner for the implementation of the Accela platform. This history provides them with an unparalleled and deep institutional knowledge of the City of Menifee’s specific configuration, workflows, data structures, and integration points.
Contracts for professional services are awarded based on the demonstrated competence and professional qualifications of the contractor, along with the fairness and reasonableness of the cost. Cost alone is not the determining factor. This selection process ensures that the City partners with highly qualified vendors who possess the specialized skills necessary to meet the operational needs of the City, while also serving the best interests of the community. IKC has also provided a cost proposal that includes all projects and on-call services that comes in lower than what the City budgeted for these services.
City of Menifee Staff Report
On-Call PSA with IK Consulting for Accela
October 1, 2025
2 9
4 4
The amount of the proposed PSA exceeds the City Manager’s signing authority. Pursuant to Resolution No. 24-1569 and Menifee Municipal Code §3.12.060, any contract amount that exceeds the City Manager’s signing authority shall be approved by the City Council.
STRATEGIC PLAN OBJECTIVE
Regular City Business
FISCAL IMPACT
The fiscal impact of the proposed agreement and options renewals with IK Consulting Inc. is a not-to-exceed amount of $375,000. Funding for the first year of the proposed agreement with IK Consulting Inc. is available within the Fiscal Year 2025/26 budget, under Professional Services within the IT Fund (1110-ITD-OPER-652800). Funding for the future fiscal years would be budgeted as part of the respective year’s budget and are displayed in Table 3 below. No additional budget appropriation(s) would be required for this action.
TABLE 3 - CONTRACT BUDGET BREAKDOWN
Fiscal Year Proposed Budget Account
FY 2025/2026 $75,000 1110-ITD-OPER-652800
FY 2026/2027 $75,000 1110-ITD-OPER-652800
FY 2027/2028 $75,000 1110-ITD-OPER-652800
FY 2028/2029 $75,000 1110-ITD-OPER-652800
FY 2029/2030 $75,000 1110-ITD-OPER-652800
TOTAL $375,000
ATTACHMENTS
1. Agreement