REPORT TO COUNCIL
SUBJECT
Title
Action on Agreement with TruePoint Solutions, LLC for a Citywide Permit System Upgrade Software Implementation
Report
BACKGROUND
The City’s permit system allows permit activities and their processes to be managed and accessed by City staff and the general public. This system is necessary to facilitate the daily operations of City departments and is a key tool to support public access to City processes as well as to support economic development efforts citywide.
The City has been using the Accela “Tidemark” permit system since the 1990s to track land use entitlement activity such as Building and Planning permits. The last update of this software was implemented in the year 2000.
DISCUSSION
An upgrade of the City’s permit system software is necessary to modernize the system for purposes of functionality and to meet the public’s expectations. As the software is now many years out-of-date, it lacks modern functionality, does not meet security standards, is incompatible with newer versions of the Windows operating system, and does not facilitate public access. To address these issues, staff has proposed an upgrade to the new Accela product “Accela Civic Platform - Land Management.” The upgrade will provide support a more efficient City permit review process, enhanced record keeping, easier access to documents, and online access for community members. The proposed upgrade also includes ongoing cloud-based software, hosting, security, and related services.
Because the upgrade process requires customization of the software to implement the City’s business practices, staff will comprehensively review permit procedures across multiple departments and utilize this opportunity to redesign those procedures to improve customer interaction, staff efficiency and overall service delivery.
Staff is proposing that the upgrade be implemented through a software subscription agreement with Accela and a separate implementation services agreement with a third party consultant. Because the upgrade from Accela Tidemark to Accela Civic Platform is complex and requires dedicated management, it is common practice for cities to contract with a third party consultant firm to manage and assist with the software upgrade. The consultant team will include a project manager and additional staff who have experience specifically with configuration of the software, improving and documenting city permit process workflow, design of reports, migration of data from Tidemark, integration of the new permit system with other City systems, staff training on the upgraded system, and implementation of additional features.
In May 2017, the City issued a Request for Qualifications (RFQ) for a consultant to provide implementation services for Accela Civic Platform. The City notified six local qualified technology firms about the RFQ. The RFQ was also posted on the City’s website. One firm, TruePoint Solutions, LLC, responded to the RFQ and made presentations to an evaluation panel composed of staff from Community Development, Information Technology, Public Works, Fire, Water and Sewer Utilities, Electric Utility, and Finance Departments. TruePoint Solutions, LLC has a successful track record configuring and installing the system in many municipalities in the Bay Area. Consistent with the feedback from other municipalities, TruePoint demonstrated detailed knowledge of Accela’s Tidemark and Civic Platform software, building permit and development-related business processes, and has highly professional implementation staff that makes the right suggestions to help solve problems. The experience that TruePoint Solutions brings will reduce risk by implementing best practices that they have utilized in other municipalities.
The proposed Agreement with TruePoint Solutions, LLC will provide the implementation services to upgrade the existing permit system to a cloud-based software. With heavy reliance on the permit system, it is important to have a comprehensive upgrade of the permit application infrastructure that streamlines permit processes, improves communication and customer service, enhances transparency, increases security, and offers an enterprise platform that supports economic development efforts citywide. A software subscription agreement with Accela, Inc. will be considered by the City Council as a separate agenda item.
While staff’s goal is to complete the implementation and migration in 2019, the term of the Agreement will last until 2020 to provide further integration with other systems in the City. TruePoint Solutions, LLC will provide the City with implementation services to upgrade the City’s outdated permit system with one that is stable and provides modern functionality and enhanced services. Under the terms of the Agreement, TruePoint Solutions, LLC will provide the required training, implementation support, and data migration to ensure that the implementation is successful.
A copy of the Agreement for the Performance of Services with TruePoint Solutions, LLC can be viewed on the City’s website and is available in the City Clerk’s Office for review during normal business hours.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to 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
Based upon the proposed Statement of Work between the City and the consultant, the total cost of the Agreement for the Performance of Services will not exceed $885,082 (which includes a 10% contingency of $80,462) over a two-and-a-half-year term. Sufficient funding is available in the Permit Information System Project (CIP 539-6075).
COORDINATION
This report has been coordinated with the Information Technology Department, Finance Department, and 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
Approve an Agreement for the Performance of Services with TruePoint Solutions, LLC to provide software implementation services to upgrade the City’s permit system in an amount not-to-exceed $885,082 over a two-and-a-half-year term.
Staff
Reviewed by: Andrew Crabtree, Director of Community Development
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. Agreement for the Performance of Services with TruePoint Solutions, Inc.