City Council Report
City Council Meeting: January 25, 2022
Agenda Item: 3.F
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To: Mayor and City Council
From: David Martin, Director, Building & Safety
Subject: Approval of Third Modification to Software Maintenance and Support Agreement with Accela, Inc. for the City's Permit and Land Management System
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and execute a third modification to agreement #9509 in the amount of $173,888 with Accela, Inc., a California-based company, to provide services for the City’s permit and land management software: Accela Automation, for the Community Development Department. This will result in a thirteen (13) year amended agreement with a new total amount not to exceed $972,029, with future year funding contingent on Council budget approval.
Summary
Accela Automation (“Accela”) is the City’s principal permit and land management system that is widely used by several City departments for processing, recording, and tracking of records such as permitting, land use entitlements, inspections, code enforcement cases, and cashiering. The public uses Accela’s Citizen Access portal to submit applications, view status, and pay fees online. The City is in the process of developing and implementing a new, alternate permit system. During this time, maintenance of the Accela system is critical to ensure it continues to operate properly.
The current Software License Agreement (“Agreement”) with Accela will expire on February 21, 2022. Staff recommends extending the Agreement with Accela, Inc. for an additional period of up to three years to maintain the support services necessary for the system’s functionality. The requested amendment is in the amount of $173,888 for a total contract amount not to exceed $972,029.
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Discussion
Approximately 300 employees across several City departments use Accela Automation to manage planning applications, plan reviews, several different types of permits, inspections, Code Enforcement cases, collections, and land management information.
Residents and business owners use Accela’s Citizen Access web portal to apply for permits, pay outstanding fees, and research records online. The system also integrates with the City’s GIS system for reporting out useful data. Software maintenance and support services are essential to ensure business continuity, receive system updates and product support, and maintain compliance with building regulatory requirements.
In 2020, the City’s Internal Auditor, Moss Adams, reviewed the City’s permitting processes and technologies and recommended many operational, policy, and technology changes to help improve the customer experience and conduct permit review and other functions more efficiently. Based on these recommendations, Community Development has partnered with the Information Services Department to design and implement a new permit solution to replace Accela. However, this project will take at least two years to complete, in which time maintenance and support are required from Accela.
Accela Automation is a proprietary system. As such, Accela is the only vendor that can provide system updates, product support, and preserve the functionality of the system.
Extending the maintenance agreement with Accela ensures the City will continue to retain its ability to provide permitting and other services to the public. If the City opts to pursue a land management system from a different vendor, this third modification does include a provision that allows the early termination of the Agreement with a minimum of 60 days’ notice prior to the annual renewal date. Annual maintenance for Accela Automation is currently budgeted within the Building and Safety Division. 3 of 3
Past Council Actions
Meeting Date Description
11/22/11 (attachment A) Original bid and award of agreement with Accela, Inc. for Accela Automation
03/28/17 (attachment B) Most recent modification to agreement with Accela, Inc.
Financial Impacts and Budget Actions
Staff seeks authority to extend the term and increase the amount of the agreement with Accela, Inc. for its Accela Automation software. Funding is available in the Building and Safety Division’s annual budget. Future year funding is included in the Community Development Department’s maintenance of effort budget and is contingent on Council budget approval.
Agreement Modification Request
Agreement # Current
Authorized
Amount
FY 2021-22
Budget Modified
Request
Amount
Dept. Account # Future Year
Modification
Request
Amount
Total Revised
Contract
Amount
9509 $798,141 $0 01700004.529230 $173,888 $972,029
Prepared By: Kevin Purcell, Principal Administrative Analyst Approved Forwarded to Council
Attachments:
A. November 22, 2011 Staff Report (web link)
B. March 28, 2017 Staff Report (web link)
C. Accella Automation 9509 License Agreement
D. Accela Automation 9509 Maintenance Agreement
E. Accela Automation 9509 License Agreement 1st Modification F. Accela Automation 9509 Maintenance Agreement 1st Modification G. Accella Automation 9509 Insurance