SR-07-08-2014-3CID
City Council
City of
Santa Monica'
City Council Meeting: July 8, 2014
Agenda Item: 3C
To: Mayor and City Council
From: Jory Wolf, Chief Information Officer
Subject: Modification to Contract with Accela, Inc. for Permit and Land
Management Software
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a first modification to Contract #9509 in the amount of $21,000 with Accela,
Inc., a California -based company, to provide services for the City's new permit and land
management software. This will result in a five -year amended contract with a new total
amount not to exceed $567,672, with future funding contingent on Council budget
approval.
Executive Summary
On November 22nd 2.011 Council authorized a contract with Accela, Inc. to provide a
permit and land management system. Additional professional services are necessary to
implement the system. Staff recommends amending the agreement in order to provide
the necessary professional services to complete the implementation of the system at a
cost of $21,000, which will result in a new total contract amount not to exceed $567,672.
Discussion
The permit and land management system is one of the most widely used applications
by City staff. Approximately 300 City staff use the system to manage building permits
and inspections, code enforcement activities, planning applications, fire inspections,
rent control records, city clerk fees, and public works permits.
A 2011 RFP process solicited proposals from vendors capable of providing permit and
land management systems for a number of departments in the City. Purchase of a new
system was required due to the legacy system, Permits Plus, being retired and no
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longer supported by the vendor. The original contract was awarded by Council on
November 22 "d, 2011 and executed by the City Manager in 2012. Since then, additional
professional services have been identified and are required to complete the
implementation of the new system from Accela, Inc. These services include
implementation of additional fees implemented by the City since the time of the original
Request for Proposals (RFP).
The need for additional professional services requires additional funding. Staff
recommends a first modification to the contract in the amount of $21,000 for the
additional professional services.
Contractor Selection
In 2011, the City published an RFP for a permit and land management system. Five
proposals were received and evaluated based on cost, technology solution, experience
on projects of a similar nature and the ability to meet the City's business requirements.
Based on these criteria, Accela, Inc. was recommended as the best bidder to provide a
permit and land management system in accordance with the City's specifications. This
modification would enable Accela, Inc. to complete the implementation.
Financial Impacts & Budget Actions
The contract amendment to be executed with Accela, Inc. is $21,000, for an amended
contract total not to exceed $567,672. Funds are available in the FY 2014 -15 budget in
division 01321; contract will be charged to account 01321.533580.
Prepared by: Andy Pong, Lead Systems Analyst- Permitting Systems
Forwarded to Council:
Jory olf Rod Gould
r n
Direc fo ation Systems City Manager
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