Print Reading Mode Back to Calendar Return

ITEM  15 City Council Memorandum      Information Technology  Memo No. N/A         Date: June 10, 2024 To: Mayor and Council Thru: Joshua H. Wright, City Manager Dawn Lang, Deputy City Manager - CFO Sandip Dholakia, Chief Information Officer From: Kerstin Nold, IT Chief Technology Officer Subject: Agreement No. 4730, for Permitting Software and Support Services

Proposed Motion:

Move City Council approve Agreement No. 4730, with Accela, Inc., for permitting software and support services, for a period of five years, in an amount not to exceed $754,654 in the first year.

Background/Discussion:

The Accela application is the system that manages the city's permitting and inspection services, new installations for water meters, impact fees and online plan submittal and review.  This application is vital to city revenues and operations and must be kept fully maintained and supported.  The maintenance and support provide technical assistance, software fixes, security patches and application upgrades necessary to operate and keep this system current.  In December 2023, the city was notified by the vendor that the current version of Accela's on-premise Civic Platform will no longer be supported after June 30, 2025.  Therefore, this request includes transitioning from the current on-premise solution to the new Accela cloud-based solution to minimize and limit service disruptions for critical city services. The scope of services for this project include the Acclea Automation, Accela Citizen Access, Accela GIS and Accela Mobile modules. Migration to the cloud-based platform is planned to kick off in July 2024.

Evaluation:

Accela Cloud and related support and maintenance services are only available from Accela, Inc.

Financial Implications:

Accela Cloud Implementation Services: $200,000 Support and Maintenance Year 1: $514,520.64 plus tax Support and Maintenance Year 2: $540,246.67 plus tax Support and Maintenance Year 3: $567,259.01 plus tax Support and Maintenance Year 4: $595,621.96 plus tax Support and Maintenance Year 5: $625,403.05 plus tax Funding for implementation services and Year 1 support and maintenance services are contingent upon City Council adopting the FY 2024-25 budget.

Fiscal Impact

Account No. Fund Name Program Name Dollar Amount CIP Funded Y/N 401.1285.5219.0.6IC144.0 General Government Capital Projects Permit Solution SaaS Migration $240,133 Y 101.1286.5419.0.6IC144.0 General Government Capital Projects Permit Solution SaaS Migration $514,521 Y

Attachments Agreement

AgendaQuick ©2005 - 2024 Destiny Software Inc. All Rights Reserved.