REPORT TO COUNCIL
SUBJECT
Title
Action on Software Licenses and Subscription Renewal Order with Accela, Inc. for Citizen Request Management Software (MySantaClara)
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure
BACKGROUND
On December 12, 2014, the City entered into an agreement with PublicStuff, Inc. (PublicStuff) to provide Citizen Request Management Software (MySantaClara) for the public to report issues, create work requests, obtain updates on events and activities and stay connected with the City (Attachment 5). The MySantaClara application, launched in 2015, includes:
• PublicStuff Pro: MySantaClara mobile application and web portal
• Lucity Integration: Integration of citizen requests directly to the City’s Asset and Work Order Management System
• Active Directory Integration: Single Sign On for staff/administrators
The agreement with PublicStuff resulted from a competitive Request for Proposals (RFP) process conducted in 2014. In September 2015, Accela, Inc. (Accela) acquired PublicStuff. Since then, software subscription and support services for MySantaClara have been provided by Accela following a Consent to Assignment Agreement (Attachment 4). On September 17, 2019, the City entered into a new Master Software as a Service (SaaS) Agreement with Accela to update and revise the terms for subscription and support services (Attachment 3).
The City has been paying for annual subscription and support services since 2014, with the most recent payment covering the period from November 10, 2022 to November 9, 2023. Services are renewed by executing a Renewal Order Form pursuant to the terms of the Master SaaS Agreement. The renewal order forms for the prior three years are included as Attachment 2. The purpose of this report is to request authorization to execute the Renewal Order Form for services from November 10, 2023 to November 9, 2024 (Attachment 1).
DISCUSSION
The MySantaClara application has streamlined communication between the public and the City. In 2023, 7,361 Service Requests were received. This represents a 28% growth over 2022. Staff is recommending authorization to renew services effective from November 10, 2023 to November 9, 2024, and annually thereafter. The City anticipates using the application as long as it continues to meet the requirements of the City.
The total contract expenditure since 2014 for services up to November 9, 2023 is $218,713.53. The agreement was not approved by the City Council previously as it was below the threshold for Council approval. However, the fees for services from November 10, 2023 to November 9, 2024 in the amount of $35,696.57 are now due. With the current renewal, the total contract amount will exceed $250,000, requiring approval by the City Council. According to Section 2.105.300(a) of the Santa Clara City Code, contracts with a value exceeding $250,000 over a five-year period require approval by the City Council. The total fees are outlined in Table 1 below.
Table 1
|
Service Period |
Total Fees |
|
December 12, 2014 - November 9, 2023 |
$218,713.53 |
|
November 9, 2023 - November 10, 2024 |
$35,696.57 |
|
Total |
$254,410.10 |
In addition, staff is requesting authorization to execute future Renewal Order Forms for as long as the system is used by the City, subject to the appropriation of funds and the review and approval as to form by the City Attorney. The Master SaaS agreement allows an automatic annual increase by not more than seven percent (7%) of the prior year’s subscription service fees.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of a California Environmental Quality Act (“CEQA”) pursuant to the CEQA Guidelines section 15378(a) as it has no potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment.
FISCAL IMPACT
The cost of the annual renewal of $35,696.57 is budgeted in the Information Technology Department’s FY 2023/24 operating budget. Future annual renewals will be considered as part of the budget development process and subject to the appropriation of funds.
COORDINATION
This report has been coordinated with the Finance Department and the City Attorney’s Office.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov <mailto:clerk@santaclaraca.gov> or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
1. Authorize the City Manager to execute the Renewal Order Form with Accela, Inc., pursuant to the terms of the Master SaaS Agreement, for subscription and support services, covering the period from November 9, 2023 to November 10, 2024, for the Citizen Request Management Software, with a not-to-exceed maximum amount of $35,696.57, for a total cumulative amount of $254,410.10; and
2. Authorize the City Manager to negotiate and execute future Renewal Order Forms pursuant to the terms of the Master SaaS Agreement to continue receiving subscription and support services from Accela, Inc. for as long as the Citizen Request Management Software is used by the City, subject to the appropriation of funds and the review and approval as to form by the City Attorney.
Staff
Reviewed by: Gaurav Garg, Director/CIO, Information Technology Department
Approved by: Jovan Grogan, City Manager
ATTACHMENTS
1. Pending Renewal Order 11/9/23 - 11/9/24 with Accela
2. Executed Renewal Orders 2020 - 2023 with Accela
3. Master Service Agreement 2019 with Accela
4. Assignment Agreement with Accela
5. Executed Agreement with PublicStuff