sr-112211-3fCity of City Council Report
Santa Monica
City Council Meeting: November 22, 2011
Agenda Item: 3F
To: Mayor and City Council
From: Jory Wolf, Chief Information Officer
Subject: Web -Based Land Management System
Recommended Action
Staff recommends that the City Council:
1. Authorize the City Manager to negotiate and execute a professional services
agreement with Accela, Inc., a California -based company, to implement the
Accela Automation land based management system for an amount not to exceed
$390,000, including„ data migration, training and the first year of maintenance;
and
2. Authorize four additional one -year maintenance options at an estimated annual
expenditure of $39,168 for a total amount not to exceed $156,672 for the four
yearterm.
Executive Summary
Permit tracking and land management processes at the City have changed over time
and a new automated system is needed as a replacement to the City's outdated legacy
permitting system, Permits Plus. The current system is at end -of -life and is being
phased out by Accela, the product manufacturer. The system is currently used by
several departments to issue permits, track inspections and enforce building codes.
Implementation of a new system from Accela will provide the City with the current
functionality provided by Permits Plus while adding additional features such as mobile
inspections, enhanced workflow, mobile applets, and a seamless integration with the
City's Geographic Information System (GIS). The implementation of the system,
including training, maintenance and data migration services will not exceed $546,672
for a five year period.
Background
On December 12, 1989, Council authorized the purchase the City's first land based
management system, Permits Plus. It is used by several departments to issue permits,
track inspections and enforce building codes. The product has been a reliable and
flexible system that has met the City's ever changing requirements with respect to
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tracking and reporting permitting processes. The vendor is phasing out support for the
product, however, so the City must implement a new system.
Over the past 10 years, Accela has emerged as a leader in the permitting software
industry. In 2000, Accela, Inc. released its first web -based product, Accela Automation.
This product is used by government agencies across the United States, including Napa
County, Monterey County, City of Alameda and the City of Sacramento within California.
Implementation of a new system from Accela would ensure the City's ability to maintain
its current functionality while adding new features, such as mobile inspections,
enhanced workflow, mobile applets and a seamless integration with the City's GIS
System.
Discussion
On August 11, 2011, the City issued a Request for Proposals (RFP) for the
implementation of a web -based land management system. The RFP was posted on
Planet Bids, the City's online bidding system, for three weeks. Five responses were
received. A selection committee comprised of staff from Building and Safety, the Fire
Department and Information Systems evaluated proposals. After careful review, the
selection committee determined that Accela was the best bidder. The committee based
its decision on the relative cost of the system, Accela's ability to provide seamless
integration with existing systems such as the City's electronic plan check system
(ProjectDox), the City's document management system (Laserfiche), the City's
interactive voice and web response systems (Selectron) as well as the company's
stability, technical expertise and ability to meet all the requirements of the web - based
land management RFP.
To replace the City's legacy permitting system, staff recommends that the City enter into
a professional services agreement with Accela for the implementation of the Accela
Automation land based management system.
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Financial Impacts & Budget Actions
The contract amount to be awarded to Accela will not exceed $546,672 over the next
five years. Funds in the amount of $390,000 for implementation, data migration, training
and the first year of maintenance are available in the account at C018012.589000.
Budget authority for subsequent years of maintenance will be requested in each budget
cycle for Council approval. Future funding is contingent upon Council approval. If the
necessary funds for subsequent fiscal years are not approved by City Council, the
agreement will allow for termination of .further services without penalty at the sole
discretion of the City.
Prepared by: Cheng -Wei Pong, Systems Analyst — Permitting Systems.
Approved:
ation Systems
Forwarded to Council:
Rod Gould
r, City Manager
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Reference Contract No.
9509 (CCS)