AccelaPREPARED BY: JOEL PAULSON
Community Development Director
Reviewed by: Assistant Town Manager Town Attorney Finance
N:\MGR\AdminWorkFiles\2016 Council Reports\03-01-16\03 Accela\FINAL Accela Staff Report Draft Five.doc
MEETING DATE: 03/01/16
ITEM NO: 3
COUNCIL AGENDA REPORT
DATE: FEBRUARY 23, 2016
TO: MAYOR AND TOWN COUNCIL
FROM: LAUREL PREVETTI, TOWN MANAGER
SUBJECT: AUTHORIZE THE TOWN MANAGER TO EXECUTE A FIRST
AMENDMENT TO THE ORIGINAL AGREEMENT WITH ACCELA, INC.,
EXTENDING MAINTENANCE AND SUPPORT OF THE ACCELA
AUTOMATION PERMITTING SOFTWARE SYSTEM FOR FIVE
ADDITIONAL YEARS.
RECOMMENDATION:
Authorize the Town Manager to execute a first amendment to the original agreement with Accela,
Inc. (Attachment 1) extending maintenance and support of the Accela Automation permitting
software system for five additional years.
BACKGROUND:
In 2006, the Town’s Community Development Department upgraded its permitting system from
PERMITS-Plus to the Accela Automation system. The Accela system tracks all building,
planning and engineering permits as well as code enforcement citations. The public has access to
development data online and allows for limited on-line permitting. The department has had a
maintenance agreement with Accela, Inc. since it was first introduced. Attachment 2 includes the
current Agreement which expires on April 5, 2016.
DISCUSSION:
In an effort to reduce costs, staff recommends entering into a first amendment to the original
agreement for five additional years. The cost for the maintenance and support averages
approximately $51,470 annually. The proposed first amendment would extend the term of the
agreement for five years, and reduce the annual cost increase to three percent as compared to an
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: FIVE-YEAR AMENDMENT TO AGREEMENT WITH ACCELA, INC.
FEBRUARY 23, 2016
increase of up to ten percent under a one year agreement. In addition, if the Town pays the fiscal
year (FY) 2016/17 invoice before the end of March, the Town will receive a two percent (2%)
discount.
CONCLUSION:
Staff recommends Council authorize the Town Manager to execute a five-year amendment to the
original agreement with Accela, Inc.
ALTERNATIVES:
There are no alternatives recommended.
COORDINATION:
This report was coordinated with the Management Information Systems (MIS) Department and
Community Development Department.
FISCAL IMPACT:
The cost for the five-year Amendment to Agreement is $257,349.17. These expenditures are
budgeted in the MIS Fund (621) as part of the MIS Support Program (2501) under the Software
License Maintenance account number (63332).
The source of the funding is from Permit Tracking revenues also budgeted in the MIS Fund (621)
as part of the MIS Support Program (2501) under the Permit Tracking revenue account number
(44432).
The annual expenditures will range from $47,503 to $54,557 over the course of the proposed five-
year term and will be budgeted through the Town’s annual operating budget process.
ENVIRONMENTAL ASSESSMENT:
Execution of this amendment to the original agreement is not a project as defined under CEQA,
and no further action is required.
Attachment:
1. Five-year Amendment to Agreement (includes Exhibit A)
2. Current Maintenance Agreement