Title
a. Approve Amendment No. 7 to Agreement No. A-11132 with Accela, Inc. to continue to provide professional services to host and maintain the Accela Automation software product, to increase the not to exceed amount by $762,071 for a total amount not to exceed $3,954,211 and to extend the expiration date for three (3) additional years through June 30, 2022, for a revised term from March 31, 2008 to June 30, 2022; and
b. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute Amendment No. 7 to Agreement No. A-11132 and future amendments to the Agreement where the amendments do not significantly alter the scope of work or change the approved Agreement amount, subject to review and approval by County Counsel. (REMOVED VIA SUPPLEMENTAL)
Report
RECOMMENDATIONS:
It is recommended that the Board of Supervisors:
a. Approve Amendment No. 7 to Agreement No. A-11132 with Accela, Inc. to continue to provide professional services to host and maintain the Accela Automation software product, to increase the not to exceed amount by $762,071 for a total amount not to exceed $3,954,211 and to extend the expiration date for three (3) additional years through June 30, 2022, for a revised term from March 31, 2008 to June 30, 2022; and
b. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute Amendment No. 7 to Agreement No. A-11132 and future amendments to the Agreement where the amendments do not significantly alter the scope of work or change the approved Agreement amount, subject to review and approval by County Counsel.
SUMMARY/DISCUSSION:
The County of Monterey (County) has used Accela, Inc.’s (Accela) Permits Plus processing and tracking software since 1996. In 2008, the Resource Management Agency (RMA) upgraded the Accela software to create a web-based enterprise permitting application, which is hosted and maintained by Accela, that provides government agencies with a complete solution to automate workflow and track permit information across multiple departments while managing data from a centralized database. The purchase and management of the software is funded through a technology fee applied to planning and building permits. RMA (Planning, Building Services, Environmental Services, Development Services/Surveys), other County land use/enforcement agencies, and outside agencies (water districts, wastewater districts and the air district) utilize licenses for this software to effectively (internally and externally) integrate information into the workflow. The software product allows agencies to reduce workloads, increase efficiencies, and provides citizens and businesses with convenient access to on-line government services. Hosting and maintenance of this software product continues to be required through June 30, 2022.
Amendment No. 7 to Agreement No. A-11132 between the County and Accela will allow for continued hosting and maintenance services for the Accela Automation software product and will increase the not to exceed amount of $3,192,140 by $762,071 for a total amount not to exceed $3,954,211 and extend the expiration date of June 30, 2019 for three (3) additional years through June 30, 2022 for a revised term from March 31, 2008 to June 30, 2022.
Attachment I provides a summary of the Agreement to date. Attachment J provides a summary of the Agreement annual expenditures and balance.
OTHER AGENCY INVOLVEMENT:
The Office of the County Counsel-Risk Management and Auditor-Controller’s Office have reviewed and approved Amendment No. 7 as to form and legality, and fiscal provisions, respectively.
FINANCING:
The Agreement with Accela requires an annual payment to be made in July, for the period July through June for each year of the Agreement. Amendment No. 7 will extend the Agreement for three (3) additional years (July 1, 2019 - June 30, 2022) at a cost of $245,337 for fiscal year (FY) 2019-20, $253,923 for FY 2020-21, and $262,811 for FY 2021-22 for a total amount not to exceed $762,071. These annual amounts will be budgeted within RMA (Fund 001, Department 3000 - Planning (Fund 001, Department 3000, Unit 8172, Appropriations Unit RMA001) and Building Services (Fund 001, Department 3000, Unit 8170, Appropriations Unit RMA011).
BOARD OF SUPERVISORS’ STRATEGIC INITIATIVES:
The recommended action supports the Board of Supervisors’ Strategic Initiatives by allowing County staff to continue to utilize the permitting software to assist County residents and other support staff with projects/requests which will improve the quality of life for all County residents and support economic development results.
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Prepared by: Jackson Dy, Departmental Information Systems Manager, (831) 755-5194
Reviewed by: Shawne Ellerbee, RMA Deputy Director of Administrative Services
Approved by: Carl P. Holm, AICP, RMA Director
Attachments:
Attachment A - Amendment No. 7 to Agreement
Attachment B - Amendment No. 6 to Agreement
Attachment C - Amendment No. 5 to Agreement
Attachment D - Amendment No. 4 to Agreement
Attachment E - Amendment No. 3 to Agreement
Attachment F - Amendment No. 2 to Agreement
Attachment G - Amendment No. 1 to Agreement
Attachment H - Agreement
Attachment I - Summary of Agreement
Attachment J - Summary of Agreement Annual Expenditures and Balance
(Attachments on file with the Clerk of the Board)