REPORT TO COUNCIL
SUBJECT
Title
Action on Amendment No. 1 to the Agreement with TruePoint Solutions, LLC for Professional Services to Support the Accela Civic Platform and Approve the Related Budget Amendments
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services
BACKGROUND
In 2018, the City of Santa Clara (City) procured the Accela Civic Platform to manage and modernize its permitting, code enforcement, and inspection activities. That same year, the City Council approved an agreement with TruePoint Solutions, LLC (TruePoint) to configure and implement the Accela Civic Platform (2018 Agreement) under Report to Council (RTC) # 18-115. The 2018 Agreement resulted from a competitive Request for Proposals (RFP) process conducted in May 2017.
In August 2021, the Accela system went live, and online permitting services became available to customers. The permitting system is also currently used by staff for review and interdepartmental coordination in Community Development, Finance, Water and Sewer, Police, Fire, Public Works, Parks and Recreation, and Silicon Valley Power.
On May 24, 2022, the City Council authorized the City Manager to enter into a new two-year agreement (2022 Agreement) with TruePoint to provide ongoing technical consulting services to maintain, refine, and buildout the Accela system under RTC # 22-568. The term of the 2022 Agreement is two years from July 1, 2022 to June 30, 2024.
DISCUSSION
As outlined in RTC # 22-568, staff committed to evaluating options and deciding whether to renew the terms with TruePoint or to conduct a competitive process. After thorough consideration, staff have determined that renewing the terms with TruePoint is the best approach to meet the City’s ongoing needs for technical services, support, and continued efforts to improve efficiencies and services for customers. TruePoint has a unique understanding and specialized knowledge of the City’s requirements as the original systems integrator for the Accela Civic Platform.
Staff is requesting authorization to execute Amendment No. 1 to the 2022 Agreement with TruePoint. This amendment will extend the term by three years, through June 30, 2027, and increase the maximum compensation by $1,359,094. Under the original 2022 Agreement, each City department was allocated a specific amount, with a total maximum compensation of $1,086,000. With Amendment No. 1, the total maximum compensation will be increased to $2,445,094 to cover anticipated services over the next three years, with increases to the Community Development Department (CDD) and Fire Department as shown in the table below.
Table 1
|
Department |
Current Allocation |
Increase |
Revised Allocation |
|
Community Development |
$330,000 |
$1,150,094 |
$1,480,094 |
|
Fire Department |
$156,000 |
$209,000 |
$365,000 |
|
Police Department |
$100,000 |
$0 |
$100,000 |
|
Finance |
$100,000 |
$0 |
$100,000 |
|
Water & Sewer Utilities |
$100,000 |
$0 |
$100,000 |
|
Public Works |
$100,000 |
$0 |
$100,000 |
|
Parks and Recreation |
$100,000 |
$0 |
$100,000 |
|
Silicon Valley Power |
$100,000 |
$0 |
$100,000 |
|
Total |
$1,086,000 |
$1,359,094 |
$2,445,0941 |
1 The Allocated Amount is for the City’s internal budgeting purposes only. City departments that will exceed their Allocated Amount must obtain approval from the City’s Contract Administrator.
Services to upgrade, update, or enhance the system, such as creating new workflows, updating record configurations, and customizing automations, will be issued via individual task orders with payments tied to specific deliverables. During the 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. Based on historical and projected service needs, an increase of $1,150,094 (from $330,000 to $1,480,094) is requested to fund potential projects in CDD over the next three years. This includes an increase in ad-hoc service hours described below. An increase of $209,000 (from $156,000 to $365,000) to the maximum compensation for Fire Department-related projects is also recommended. This increase will allow for the final migration components of the Fire Department’s inspection and permitting database to the Accela platform.
Currently, TruePoint is authorized to provide up to 10 hours per week of ad-hoc services without prior approval from staff. Amendment No. 1 will increase this to 30 hours per week to address the backlog of requests and new work identified internally. To facilitate better coordination and communication, both internally and with TruePoint, the Information Technology Department (ITD) created a task-issue-risk log to track and manage work. Since its creation in 2021, 358 items have been added to the log, with 87 items still outstanding. Of these, three items are considered critical, 28 are high priority, 37 are normal, and 19 low priority. The increase in TruePoint Solutions’ ad-hoc services hours will support the City’s efforts to automate and streamline permitting processes, while addressing the outstanding items in the log.
TruePoint’s hourly rates represent a 10% increase and are aligned with their published rates on the General Services Administration (GSA) and the California Multiple Award Schedules (CMAS) contracts. This pricing is considered fair and reasonable, as it is consistent with the rates charged to other public agencies.
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
Amendment No. 1 will increase the maximum compensation by $1,359,094 for a revised maximum compensation amount of $2,445,094. The maximum compensation would be increased for the Community Development Department ($1,150,094) and the Fire Department ($209,000), with no adjustments necessary for the other departments. The budget amendments are detailed below.
To account for the increase in CDD, an amendment to the Permit Information Systems Project of $1,150,094 is recommended, funded by a transfer from the General Fund’s Technology Fee Reserve and from the Building Development Services Fund. The funding split between the two sources reflects the amount of ad-hoc services that benefits the departments, overall, and CDD, specifically. To account for the anticipated work to be completed for the Fire Department, an amendment to the Fire Department Accela Implementation Project of $200,000 is recommended, funded by a transfer from the General Fund’s Technology Fee Reserve.
Budget Amendment
FY 2023/24
|
|
Current |
Increase/ (Decrease) |
Revised |
|
General Fund |
|
Expenditure |
|
|
|
|
Transfer to the Fire Department Capital Fund |
$427,374 |
$200,000 |
$627,374 |
|
|
|
|
|
|
Transfer to the General Government Capital Fund |
$1,701,210 |
$270,000 |
$1,971,210 |
|
|
|
|
|
|
Fund Balance |
|
|
|
|
Technology Fee Reserve Ending Fund Balance |
$2,581,145 |
($470,000) |
$2,111,145 |
|
|
|
Building Development Services Fund |
|
Expenditure |
|
|
|
|
Transfer to the General Government Capital Fund |
$1,737 |
$880,094 |
$881,831 |
|
|
|
|
|
|
Fund Balance |
|
|
|
|
Unrestricted Ending Fund Balance |
$32,680,716 |
($880,094) |
$31,800,622 |
|
|
|
|
|
|
Fire Department Capital Fund |
|
|
|
|
Revenue |
|
|
|
|
Transfer from the General Fund |
$427,374 |
$200,000 |
$627,374 |
|
|
|
|
|
|
Expenditure |
|
|
|
|
Fire Department Accela Implementation Project |
$44,258 |
$200,000 |
$244,258 |
|
|
|
|
|
|
General Government Capital Fund |
|
Revenue |
|
|
|
|
Transfer from the General Fund |
$1,701,210 |
$270,000 |
$1,971,210 |
|
|
|
|
|
|
Transfer from the Building Development Services Fund |
$1,737 |
$880,094 |
$881,831 |
|
|
|
|
|
|
Expenditure |
|
|
|
|
Permit Information Systems Project |
$78,489 |
$1,150,094 |
$1,228,583 |
COORDINATION
The Community Development Department coordinated this report with the Information Technology Department, Finance Department, Fire Department, Public Works Department, Parks & Recreation Department, Police Department, Water & Sewer Department, Silicon Valley Power, 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 negotiate and execute Amendment No. 1 to the Agreement with TruePoint Solutions, LLC for software support services for the Accela Civic Platform permitting system to extend the term by three years through June 30, 2027 and increase the maximum compensation by $1,359,094 for a revised maximum compensation amount of $2,445,094, subject to the appropriation of funds and approval as to form by the City Attorney;
2. Authorize the City Manager to execute future amendments to add and/or delete services and extend the agreement through June 30, 2029, subject to the maximum compensation limit and approval as to form by the City Attorney; and
3. Approve the following FY 2023/24 budget amendments:
a. In the General Fund, increase the transfer to the Fire Department Capital Fund in the amount of $200,000, increase the transfer to the General Government Capital Fund in the amount of $270,000 and decrease the Technology Fee Reserve in the amount of $470,000 (five affirmative Council votes required for the use of unused balances);
b. In the Building Development Services Fund, increase the transfer to the General Government Capital Fund in the amount of $880,094 and decrease the unrestricted ending fund balance in the amount of $880,094 (five affirmative Council votes required for the use of unused balances);
c. In the Fire Department Capital Fund, increase the transfer from the General Fund in the amount of $200,000 and increase the Fire Department Accela Implementation Project in the amount of $200,000 (five affirmative Council votes required to appropriate additional revenue); and
d. In the General Government Capital Fund, increase the transfer from the General Fund in the amount of $270,000, increase the transfer from the Building Development Services Fund in the amount of $880,094, and increase the Permit Information Systems Project in the amount of $1,150,094 (five affirmative Council votes required to appropriate additional revenue).
Staff
Reviewed by:
• Reena Brilliot, Acting Director, Community Development Department
• Gaurav Garg, Director/CIO, Information Technology Department
• Jeremy Ray, Acting Chief, Fire Department
Approved by: Jovan D. Grogan, City Manager
ATTACHMENTS
1. Amendment No. 1 to TruePoint Agreement
2. TruePoint Solutions Agreement (2022)
3. TruePoint Solutions Agreement (2018)
4. TruePoint General Services Administration Rates