REPORT TO COUNCIL
SUBJECT
Title
Action to Amend the Agreement Between TruePoint Solutions, LLC, and the City of Santa Clara
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services
BACKGROUND
The City’s permit system allows permit, plan review and inspection activities to be managed by staff and provides accessibility to information for the general public. A permit information system is necessary as it facilitates the careful review and approval process for land development projects which can span across numerous City departments. Various City departments rely on the usage of the permit system software to support citywide economic development and the collection of fee generating revenue.
The City has been using the “Tidemark” permit system since the 1990’s. The software was last updated in 2000. In September 2017, the Community Development Department’s Building Division (Division) procured the Accela permit software system. In August 2018, the implementation process of integrating the software to align with the Department’s business practices began. As part of this effort, the City conducted a Request for Proposals (RFP) process. The City selected and executed an Agreement with TruePoint Solutions (TPS), LLC (Agreement) to provide consultant services to assist with the implementation of the new Accela permit software system.
DISCUSSION
Transitioning away from a system the City has used for over twenty years with hundreds of thousands of cases and migrating to an entirely new software platform makes for a very sizable and timely project. Implementation of the new software system involves numerous deliverables and various scopes of work for all participating departments. Furthermore, because the Accela system will be used by numerous departments, TPS’ consultation, testing, training and configuration time has been devoted to providing services to more than just the Community Development Department (Planning and Building Divisions); specifically, Finance, Water and Sewer, Police, Fire, IT’s GIS team, Public Works, Parks and Recreation and the Electric departments have also been using TPS’ implementation services.
Through the multi-department implementation process, the City has identified and implemented expansions to the Accela implementation. The implementation process has also been extended in part as the City has adapted work procedures in response to COVID-19. The City is nearing the end of the implementation process with a scheduled “go live” date in late June. The current Agreement with TPS is nearing the end of its allotted budget. Staff is proposing to amend the Agreement via ‘Amendment No. 1, Agreement for Design Professional Services Between the City of Santa Clara, California and TruePoint Solutions, LLC’ to allow for continued use of TPS services during the crucial “go live” process and over the course of the next year as the City fully implements the Accela system. TPS has become very familiar with the City’s various departments and work activities so that the continued use of their services will support an efficient, cost-effective and successful roll-out of the new software system.
Staff is seeking approval for the following:
1) Extension of the Agreement terms making the new expiration date June 30, 2022;
2) Additional services for data conversion, continued system configuration, project management consultation hours; and
3) An increase to the overall not to exceed amount.
Staff anticipates conducting a new RFP for consultant services in the future to provide continuing consultant support following the initial Accela implementation.
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 additional services between the City and TPS, an increase to the maximum compensation of $215,436 is requested. Of this amount, funding of $105,500 is available in the Building Division’s General Fund operating budget and $53,820 is available in the Permit Information System capital project (#6075) budgeted in the General Government Capital Fund to cover the majority of the increased cost. The remaining funding of $56,116 is recommended to be added in the Proposed Budget as part of the new Fire Department Accela Implementation project in the Fire Department Capital Fund. This new capital project is included in the proposed amendments to the FY 2021/22 Capital Budget that are described in an appendix to the Proposed FY 2021/22 and FY 2022/23 Biennial Operating Budget.
With the increase in the maximum compensation, the overall not to exceed amount of $885,082 will increase to $1,100,518 for the current TPS Agreement.
COORDINATION
This report has been coordinated 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. Approve and authorize the City Manager to execute Amendment No. 1 to the Agreement between TruePoint Solutions, LLC, and the City of Santa Clara to extend the term of the agreement ending on June 30, 2022, and increase the maximum compensation amount by $215,436 for a total maximum compensation of $1,100,518 to provide additional services for data conversion, continued system configuration, and project management consultation hours, subject to the appropriation of funds; and
2. Authorize the City Manager to exercise the option to extend the term of the Agreement between TruePoint Solutions, LLC, and the City of Santa Clara for one year after June 30, 2022; and increase the not to exceed amount by $50,000, if necessary, subject to the appropriation of funds.
Staff
Reviewed by: Andrew Crabtree, Director, Community Development Department
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. Amendment No. 1 to the TruePoint Solutions, LLC Agreement