REPORT TO COUNCIL
SUBJECT
Title
Action on Agreement with Accela, Inc. for a Citywide Permit System Upgrade Software Subscription
Report
BACKGROUND
The City has been using the Accela “Tidemark” permit system since the 1990s to track land use entitlement activity such Building and Planning permits. The last update of this software was implemented in the year 2000.
DISCUSSION
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.
As this software is now many years out-of-date, it lacks modern functionality, does not meet security standards, is incompatible with newer versions of Windows operating systems, and does not facilitate public access. An upgrade of the City’s permit system is necessary to modernize the system for purposes of functionality and to meet the public’s expectations. To address these issues, staff recommends an upgrade to the new Accela product “Accela Civic Platform - Land Management.” The upgrade will provide ongoing cloud-based software, hosting, security, and related services through the software subscription with Accela, Inc. Staff will also utilize this opportunity to re-envision customer interaction and re-engineer business processes to enhance efficiency and service delivery.
In 2016-2017, the County of Santa Clara conducted a Request for Proposal for a new permit system and professional implementation services. After an extensive competitive bidding process, the County selected Accela’s Land Management System for its new permit platform. Accela, Inc. agreed to extend participation in the County’s RFP to the City of Santa Clara. Procurement of the Accela product complies with Section 2.105.290(b)(3) of the City’s Purchasing Ordinance.
Accela is an industry leader for permit tracking systems and currently in use by many local jurisdictions. Proceeding with an upgrade of the current Accela system will allow the City to more quickly and efficiently upgrade to a modern system than would occur should the City pursue a wholesale replacement. The proposed software subscription Agreement with Accela, Inc. will provide the latest software upgrade and cloud-based software subscription for a contemporary permit system, including streamlined workflow, mobile access, Geographic Information System (GIS) integration, report generation, improved public interface including access to permit status, online permit submittal, scheduling of inspections, and higher system security. The scope of the proposed Agreement will allow for 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.
The proposed upgrade will be implemented through a software subscription agreement and an implementation services agreement. A separate Agreement for a consultant to provide implementation services is addressed as a separate agenda item.
Multi-year contracts are desirable for this type of service in order to negotiate better terms and pricing and to allow for ongoing system upgrades. Staff requests that Council approve the proposed software subscription Agreement with Accela, Inc. for a five-year term subject to annual Council budget appropriations.
A copy of the Agreement for the Performance of Services with Accela, Inc. 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
The total cost of the Agreement with Accela, Inc. will not exceed $84,115 in the first year, increasing to $271,193 in the second year and in incrementally in successive years eventually reaching $296,335 in the fifth year, with a total amount not to exceed $1,218,660 over the five-year term of the Agreement (Attachment page 11, Exhibit B). Funding for the first year of the Agreement is available in the Permit Information System Project (CIP 539-6075). Appropriations for future years will be requested through the budget process offset with permit and building fee revenue, using funds collected through the new technology surcharge and additional permit revenue, if necessary.
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 Accela, Inc. to provide software subscription services to upgrade the City’s permit system, in an amount not to exceed $84,115 in the first year, with a total not-to-exceed amount of $1,218,660 over a five-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 Accela, Inc.