Staff Report
PREPARED BY: CHRIS GJERDE
Information Systems Manager
Reviewed by: Town Manager, Town Attorney, and Finance Director
110 E. Main Street Los Gatos, CA 95030 ● 408-354-6832
www.losgatosca.gov
TOWN OF LOS GATOS
COUNCIL AGENDA REPORT
MEETING DATE: 09/19/2017
ITEM NO: 3
DATE: SEPTEMBER 19, 2017
TO: MAYOR AND TOWN COUNCIL
FROM: LAUREL PREVETTI, TOWN MANAGER
SUBJECT: AUTHORIZE THE TOWN MANAGER TO ENTER INTO AN AGREEMENT WITH
TRUEPOINT SOLUTIONS FOR ACCELA DEVELOPMENT ACTIVITY TRACKING
SOFTWARE SUPPORT AND RELATED SERVICES.
RECOMMENDATION:
Authorize the Town Manager to enter into an agreement with TruePoint Solutions for Accela
development activity tracking software support and related services.
BACKGROUND:
The Town currently contracts with TruePoint Solutions to provide the Community Development
and Parks and Public Works Departments with support for their permit tracking software
(Accela Civic Platform) including fee updates, version upgrades, user training, and other related
miscellaneous services. The combination of specialized knowledge of the Accela system, and
the small number of required hours makes a consulting contract a cost-effective method to
utilize when expert assistance is needed.
Costs for TruePoint services have reached the maximum allowed for the previous agreement.
For efficiency, staff hopes to complete a 3-year agreement. Since the 3-year agreement
exceeds $50,000, Council approval is required.
In accordance with the Town’s Purchasing Policy, Section 7c (Cooperative Purchasing), this
purchase is based on a formal bid process completed by the State of California Department of
General Services, Information Technology (IT) consulting services using their formal bid
proposal documents (see Attachment 1 Exhibit A). In addition, TruePoint knows the Town’s
Accela configuration and customizations in detail, has performed well for several years, and is
the only Accela certified services partner we know of in use by neighboring agen cies.
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SUBJECT: AUTHORIZE THE TOWN MANAGER TO ENTER INTO AN AGREEMENT WITH
TRUEPOINT SOLUTIONS FOR ACCELA DEVELOPMENT ACTIVITY TRACKING
SOFTWARE SUPPORT AND RELATED SERVICES.
SEPTEMBER 19, 2017
S:\COUNCIL REPORTS\2017\09-19-17\TruePoint\Staff Report - TruePoint Final.docx 9/14/2017 10:16 AM SLL
DISCUSSION:
TruePoint provides consultation services to the Town to help the Accela system meet the needs
of the Town. Our engagement with TruePoint began in 2011 when they helped us accept
building permit applications online. The company is instrumental in our ability to receive online
permit applications and recently helped upgrade our entire Accela system version including
user training and custom reports. TruePoint provides similar services to the Cities of Alameda,
Paradise, Sacramento, Palo Alto, Pleasanton, multiple Counties, and water districts and many
more. The proposed agreement with Los Gatos is for a 3-year period not to exceed $100,000.
CONCLUSION:
Based on TruePoint’s deep knowledge of the Town’s Accela Civic implementation, excellent
support history with the Town and competitive pricing, staff recommends that Council
authorize the Town Manager to enter into an agreement with TruePoint Solutions for software
licensing and related services.
FISCAL IMPACT:
Funds for services for FY 2016/17 have been appropriated in the Information Technology
Program Operating Budget. Execution of any options to continue the service in subsequent
years will be contingent upon staff evaluation of the quality of the services provided, as well as
the Town Council’s appropriation of funding. Funding for Town technology investments is
partially supported by development fees that the Town collects through a development
application electronic storage fee.
CEQA:
This action is not a project under CEQA and environmental analysis is not required.
Attachments:
1. Agreement with TruePoint Solutions for Accela development activity tracking software support and
related services.
Distribution:
Keith Hobday, TruePoint Solutions, 3262 Penryn Rd, Suite 100-B, Loomis, CA 95650