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CONSENT CALENDAR
City of San Bernardino
Request for Council Action
Date: June 17, 2026
To: Honorable Mayor and City Council Members
From: Gabriel Elliott, Director of Community Development & Housing Department: Community Development & Housing
Subject: Contract Amendment and Project Status Update for the Accela Land Management Services Project in the Amount
of $338,333.33 (All Wards)
Recommendation:
It is recommended that the Mayor and City Council of the City of San Bernardino, California,
1. Approve the following services for the Land Management Project:
a) A Managed Services agreement for Tier 2/3 Accela support for a period of 18 months in an amount not to exceed $180,000; and
b) An Accela OpenCounter subscription for a period of 18 months in an amount not to exceed $158,333.33; for a combined not-to-exceed amount of $338,333.33 Approval is subject to confirmation of the correct contracting party for Managed Services, since the attached scope references TruePoint Managed Services and not simply an amendment to the original Gray Quarter implementation agreement; and
2. Authorize the City Manager, or designee, to sign the agreements, make ministerial revisions and any subsequent amendments to the scope of work without increasing the contract award amount, subject to the review and approval by the City Attorney as to form.
City Manager's Comments
The City Manager requests City Council authorization.
Executive Summary
The City previously approved an integrated Accela Land Management System project intended to modernize permitting, planning, building and safety, public works, inspections, business registration, and related land management functions. 3 3
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The Business Registration portion of the system went live in 2025. Other LMS functions remain in implementation and require a current status update before additional services are approved.
Staff is requesting approval of two additional services: Managed Services support in an amount not to exceed $180,000 and an Accela OpenCounter subscription in an amount not to exceed $158,333.33, for a combined total of $338,333.33.
Because the original LMS project involved significant ARPA and IT budget funding, this report provides a reconciliation of the original Council approval, contract amounts, expenditures to date, remaining balances, current module status, and the reason the additional services are being requested.
On November 20, 2024, Mayor and City Council approved the implementation of an integrated Land Management System (LMS) in a not-to-exceed amount of $3,200,000, for the term beginning January 1, 2025 and ending June 30, 2027. Council also authorized the City Manager, or designee, to sign the agreements, make ministerial revisions and any subsequent amendments to the scope of work without increasing the contract award amount, subject to the review and approval by the City Attorney as to form.
Additionally, council authorized the City Manager, or designee, to execute seven (7) optional one-year amendments at approximately $500,000 annually for FYs 2026-27 through 2032-33, and to execute a Professional Services Agreement with Onsite Computing for data conversion services for an amount not to exceed $520,000 (includes a 10% contingency) and execute all documents to effectuate the Agreement for the term beginning January 1, 2025 and ending December 31, 2026.
Finally council authorized the City Manager, or designee, to execute Professional Services Agreements with Willdan, CSG Consultants, and Rick Engineering each for an amount not to exceed $448,800 respectively (includes a 10% contingency), for supplemental staffing and execute all documents to effectuate the Agreement for the term beginning January 1, 2025, and ending December 31, 2026.
Not included in the original contract are two crucial services provided Grey Quarter and Accela – a Managed Services Agreement to provide SLA-based support to the Business Registration and other city departments, including Public Works, Building & Safety, and Planning once the software testing period is over and the software goes “live”, to provide on-the-minute technical support during the “live” processing of the software; and an Open Counter Subscription Agreement with Accela which will replace the G-Wiz subscription that was part of the original contract.
What is under consideration are an 18-month agreement for the Managed Services to provide technical support and the Open Counter Subscription. For the Managed Services Agreement, the amount proposed for the 18-month subscription is $180,000, which breaks down to $120,000 annually plus six months. For the Open Counter 3 3
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Subscription, the amount proposed is $158.000, consisting of $58,000 for the remainder of the 2026 year, and $100,000 for the year 2027.
Background
The City of San Bernardino was awarded $77,656,407 under the American Rescue Plan Act (ARPA). The City received half of the funds in May 2021, and the remainder of the funds in May of 2022.
On July 19, 2023 staff presented an ARPA Update to the Mayor and City Council. At that time, $10,000,000 in ARPA funds was allocated to fund the City’s Enterprise Resource Planning (ERP) systems for financial, budgeting, human capital management and the Land Management system (LMS) to improve citywide operations, streamline processes related to permitting, building safety, and other land management functions.
The LMS will replace outdated systems like PermitsPlus, which has been in place for more than 20 years and lacks the flexibility and automation necessary for modern city planning. These improvements aim to enhance efficiency, transparency, and service delivery for managing land-related activities in the City, making it easier for officials and the public to access and track relevant information. Staff’s estimate that a system able to serve all of the permitting, building and safety, and other land management functions will cost approximately $5,000,000, of which $3,200,000 will be ARPA funded.
Discussion
In 2025, when the Accela Land Management system went “live” with the Business Registration Division, it became apparent that there is a need for support services to help resolve technical glitches and other anomalies typical with updating from an old Land Management System to a new one.
LMS Function
/ Module
Included in
Original Scope
Current Status Go-
Live
Date
Notes
Business
Registration
Yes Live 2025 First live module
Building &
Safety
Yes To be confirmed by
project team
TBD Must disclose status
Planning Yes To be confirmed by
project team
TBD Must disclose status
Public Works Yes To be confirmed by
project team
TBD Must disclose status
Permitting Yes To be confirmed by
project team
TBD Must disclose status
Inspections Yes To be confirmed by
project team
TBD Must disclose status
Code
Enforcement
Yes To be confirmed by
project team
TBD Must disclose status
Data
Conversion
Yes To be confirmed by
project team
TBD Must disclose records
converted and records
remaining
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A land management system helps municipalities organize and manage land use, development, and property information and handles important tasks like zoning, issuing building permits, keeping property records, and planning infrastructure like roads and utilities. The system ensures that land is used in a way that supports the community's goals, protects the environment, and provides necessary public services.
It also makes it easier to involve the public in land-related decisions, helping the municipality grow in a balanced and efficient way.
The Managed Services Agreement will allow the city to have on-the-spot support services for any interruptions or problems emanating from the software update to Accela. Grey Quarter, which is the implementation consulting firm for the Accela Software project, will provide the Manages Services support. The cost for an 18-month subscription, which will cover the go “live” implementation for all city department (Public Works, Building & Safety, Planning, and Business Registration through December 2027, is $180,000.
The Open Counter Subscription, offered by Accela, is a new web-based interactive program that streamlines the user experience of obtaining city permits and/or applying for discretionary approvals, and considered an improvement to the G-WIZ subscription which was part of the 2024 contract. An 18-month subscription for this servide is $158,000, consisting of $58,000 for the remainder of 2026 and $100,000 for 2027.
The City of San Bernardino currently operates with PermitsPlus for land management.
This system is outdated and limits the City’s ability to provide efficient and streamlined services to citizens and businesses. PermitsPlus is a legacy system that has served its purpose but is no longer viable due to its outdated infrastructure.
Current technological advancements have outpaced its capabilities, and the system is no longer being developed or supported by Accela, the product manufacturer. This leaves the City with outdated tools, limited functionality, and growing operational risks.
Transitioning to a modernized LMS will address key challenges such as outdated technology, fragmented processes, and difficulty in accessing real-time data. This initiative is part of the broader effort to modernize City operations and ensure long-term sustainability in land management activities.
Contract /
Vendor
Contract NTE Expended to
Date
Charged to
ARPA
Charged to
IT Fund
Remaining
Gray Quarter Inc.
/ Accela
Implementation
$2,100,336.00 $2,100,336.00 $2,100,336.00 $0 $0
Gray Quarter Inc.
/ G-Wiz
$767,675.00 $283,181.00 $283,181.00 $0 $484,494.00
Accela Planning &
Building SaaS
$473,280.00 $473,280.00 $0 $473,280.00 $0
Onsite Data
Conversion
$517,000.00 $314,955.00 $0 $314,955.00 $202,045.00
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Rick
Engineering
$448,800.00 $148,775.40 $0 $148,775.40 $300,024.60
CSG
Consultants
$448,800.00 $125,325.00 $0 $125,325.00 $323,475.00
Willdan $448,800.00 $124,754.00 $0 $124,754.00 $324,046.00 Total $5,204,691.00 $3,570,606.40 $2,383,517.00 $1,187,089.40 $1,634,084.60 The City has pre-paid $2,100,336 to Gray Quarter Inc. / Accela Implementation.
OpenCounter / G-Wiz Replacement
The original LMS project included G-Wiz. The proposed OpenCounter subscription is described as replacing G-Wiz. Before approval, staff should clarify whether G-Wiz has been paid for, whether G-Wiz will be discontinued, whether any credit or refund applies, and whether OpenCounter creates a duplicate cost or replaces a previously approved service.
Strategic Targets and Goals
Investments in the community using the American Rescue Plan funds support Key Strategic Goal 2. Focused, Aligned Leadership and Unified Community, b.
Evaluate operations and performance, investment in resources, technology, and tools to continually improve organizational efficiency and effectiveness; and Goal 3.
Improved Quality of Life.
Fiscal Impact
The original LMS project estimate approved by Council was $5,066,400. The proposed amendment adds $338,333.33 in new costs: $180,000 for Managed Services and $158,333.33 for OpenCounter.
Funding Sources Project/Vendor Amount
1. ARPA Land Management System $3,200,000
2. IT Adopted FY2024-25
Budget Onsite Computing – Data conversion $520,000
3. IT Adopted FY2024-25
Budget
Willdan – Supplemental staffing
CSG – Supplemental staffing
Rick Engineering Company –
Supplemental Staffing
$448,800
$448,800
$448,800
TOTAL PROJECT ESTIMATE $5,066,400
Conclusion
It is recommended that the Mayor and City Council of the City of San Bernardino, California,
1. Approve the following services for the Land Management Project:
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a) A Managed Services agreement for Tier 2/3 Accela support for a period of 18 months in an amount not to exceed $180,000; and
b) An Accela OpenCounter subscription for a period of 18 months in an amount not to exceed $158,333.33; for a combined not-to-exceed amount of $338,333.33 Approval is subject to confirmation of the correct contracting party for Managed Services, since the attached scope references TruePoint Managed Services and not simply an amendment to the original Gray Quarter implementation agreement; and
2. Authorize the City Manager, or designee, to sign the agreements, make ministerial revisions and any subsequent amendments to the scope of work without increasing the contract award amount, subject to the review and approval by the City Attorney as to form.
Attachments
Attachment 1 Staff Report and Attachments for the Mayor and City Council meeting of November 20, 2024, regarding
software implementation.
Attachment 2 Managed Services Agreement with Grey Quarter Attachment 3 Open Counter agreement with Accela
Ward:
All Wards
Synopsis of Previous Council Actions:
On November 20, 2024, the Mayor and City Council approved a Professional Services Agreement between the City of San Bernardino and Gray Quarter, Inc, for the Accela Civic Implementation Platform
CC: Eric Levitt, City Manager