REPORT TO COUNCIL
SUBJECT
Title
Action on Agreement with TruePoint Solutions, LLC for Professional Services to Support the Accela Permitting System
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services
BACKGROUND
In 2018, the City of Santa Clara (City) procured the Accela Permitting System to manage and modernize its permitting, code enforcement, and invoicing activities. In the same year, the City Council approved an Agreement with TruePoint Solutions, LLC (TruePoint) to configure and implement the permitting system (2018 Agreement). In August 2021, the system went online and is currently used by staff in the Community Development, Finance, Water and Sewer, Police, Fire, Public Works, Parks and Recreation, Silicon Valley Power, and Information Technology Departments.
The Community Development Department (CDD), as the primary user of the system, is responsible for the Accela Permitting System. CDD researched and collaborated with other jurisdictions also using Accela to determine the best approach for the provision of support services after system implementation. Based on this research, CDD identified the need to have a full-time employee, who was recently onboarded in April 2022, to support CDD technology needs, including the Accela platform, and hire a third-party consultant, such as TruePoint, to provide advanced technical services and support.
The 2018 Agreement will end on June 30, 2022, with an option to extend the Agreement for one additional year through June 30, 2023. Rather than extend the Agreement, it was determined that a new Agreement was the best approach to address the City’s needs for technical services and support and continued efforts to improve efficiencies and services to customers.
The City has made considerable investments into the Accela Permitting System since 2018 and ongoing technical support from TruePoint is critical to ensure the continuity of this service.
The purpose of this report is to request authorization to enter into a new Agreement to continue using TruePoint for ongoing technical services and support.
DISCUSSION
This recommendation is pursuant to City Code Section 2.105.330(e)(2) which states competitive proposals are not required where the service or personnel is unique. TruePoint was selected in 2018 after a competitive RFQ process, and under the 2018 Agreement, TruePoint built out the Accela Permitting System after working with staff to create the appropriate solution architect for the City. Therefore, TruePoint is able to shift from providing implementation services to support services with little effort, which, in turn, saves the City time and money. Hiring a new consultant would require significant time and ramp up effort to understand the City’s permitting process and unique system configurations.
Staff is requesting authority to execute a Master Agreement with TruePoint to be used citywide. The Master Agreement will have two major components as follows:
1) Ad-Hoc Services
City departments can contact TruePoint directly for help with minor system errors and changes. TruePoint is authorized to provide up to 10 hours per week of ad-hoc services without prior written approval from the City. Ad-hoc services will be funded by CDD and is included in CDD’s not-to-exceed amount in Table 1 below.
2) Task Orders
Services to upgrade, update, or enhance the system, such as creating workflows, updating permitting fee tables, and customizing performance activity reports, will be issued via individual task orders with payments tied to specific deliverables.
The term of the proposed agreement is two years starting on July 1, 2022 and ending on June 30, 2024. During the two-year term, individual task orders (included in the Agreement as Exhibit D) will be issued for projects as they are identified, scoped, and funding is secured by each department, subject to the not-to-exceed amounts listed in Table 1 below.
Table 1
|
Department |
Estimated Amount |
|
Community Development |
$330,000a |
|
Police Department |
$100,000 |
|
Fire Department |
$156,000b |
|
Finance |
$100,000 |
|
Water & Sewer Utilities |
$100,000 |
|
Public Works |
$100,000 |
|
Parks and Recreation |
$100,000 |
|
Silicon Valley Power |
$100,000 |
|
Maximum Compensation |
$1,086,000 |
a The amount of $330,000 includes ad-hoc services and task orders funded and issued by CDD.
b Under the 2018 Agreement, a project deliverable for the Fire Department has not been completed. The not-to-exceed amount of $156,000 includes the $56,000 for the Fire Department to continue with the project under the new agreement.
TruePoint will be paid on a time and material basis in accordance with the rates established in the Agreement. The rates under the Agreement are consistent with the rates previously paid by the City, and are the same rates published on the General Services Administration (GSA) and the California Multiple Award Schedules (CMAS) schedules for their contracts with TruePoint. Therefore, staff determined that TruePoint’s pricing is fair and reasonable.
Before the contract reaches its end of term, staff will evaluate options and make a determination about renewing the terms with TruePoint or conducting a competitive process.
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 estimate for the proposed services between the City and TruePoint, the maximum compensation of $330,000 for the Community Development Department is requested with this Agreement. Full funding for the $330,000 line item is available in the Community Development Department’s Permit Information System project in the General Government Capital Fund and there shall be no impact to the City’s General Fund.
As mentioned in Table 1, $56,000 was previously approved through the budget approval process for in the Fire Department Accela Implementation project in the Fire Department Capital Fund, resulting in their not-to-exceed amount of $156,000. If the other departments identified in Table 1 require any additional services as part of this agreement, it is anticipated that they will absorb the cost within their existing budget.
COORDINATION
CDD coordinated this report with the Information Technology Department, Finance Department, Fire 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 a Master Agreement with TruePoint Solutions, LLC to provide software support services for the Accela Permitting System, for a two-year term beginning on July 1, 2022 and ending on June 30, 2024, with maximum compensation not to exceed $1,086,000, subject to the appropriation of funds; and
2. Authorize the City Manager to extend the Master Agreement one additional year through June 30, 2025, subject to the appropriation of funds.
Staff
Reviewed by: Andrew Crabtree, Director, Community Development Department
Approved by: Rajeev Batra, City Manager
ATTACHMENTS
1. Agreement with TruePoint Solutions, LLC