REPORT TO COUNCIL
SUBJECT
Title
Action on Software Licenses and Subscription Renewal Order with Accela, Inc. for Citizen Request Management Software (MySantaClara)
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure
BACKGROUND
On December 12, 2014, the City entered into an agreement with PublicStuff, Inc. (PublicStuff) to provide Citizen Request Management Software (MySantaClara) for the public to report issues, create work requests, obtain updates on events and activities and stay connected with the City (Attachment 5). The MySantaClara application, launched in 2015, includes:
* PublicStuff Pro: MySantaClara mobile application and web portal
* Lucity Integration: Integration of citizen requests directly to the City's Asset and Work Order Management System
* Active Directory Integration: Single Sign On for staff/administrators
The agreement with PublicStuff resulted from a competitive Request for Proposals (RFP) process conducted in 2014. In September 2015, Accela, Inc. (Accela) acquired PublicStuff. Since then, software subscription and support services for MySantaClara have been provided by Accela following a Consent to Assignment Agreement (Attachment 4). On September 17, 2019, the City entered into a new Master Software as a Service (SaaS) Agreement with Accela to update and revise the terms for subscription and support services (Attachment 3).
The City has been paying for annual subscription and support services since 2014, with the most recent payment covering the period from November 10, 2022 to November 9, 2023. Services are renewed by executing a Renewal Order Form pursuant to the terms of the Master SaaS Agreement. The renewal order forms for the prior three years are included as Attachment 2. The purpose of this report is to request authorization to execute the Renewal Order Form for services from November 10, 2023 to November 9, 2024 (Attachment 1).
DISCUSSION
The MySantaClara application has streamlined...
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