Title
Adopt a Resolution to Approve and Authorize the City Manager to Execute a Consulting Services Agreement with Visionary Integration Professionals, LLC for an Amount Not to Exceed $83,400 for Enhancement Services and On-Going Maintenance Support for the City’s Online Permitting System
Staffreport
COUNCIL PRIORITY
• Infrastructure
• Economic Development
SUMMARY & RECOMMENDATIONS
Adopt a Resolution to Approve and Authorize the City Manager to Execute a Consulting Service Agreement (CSA) with Visionary Integration Professionals, LLC for an Amount Not to Exceed $83,400 for Enhancement Services and On-Going Maintenance Support for the City’s Online Permitting System.
BACKGROUND
The Accela permit system is used by the Community Development, Engineering and Transportation, and Public Works Departments’ staff as well as Alameda County Fire Department staff to manage planning/zoning permits, building permitting and inspection services. The system is used to calculate and collect permit fees, track plan-check comments and approvals, issue permits, maintain permit and inspection history and schedule inspections. The Accela system, a cloud computing application, was implemented in February 2015 to replace the Tidemark Advantage permit system, which was obsolete and no longer supported.
In 2020 staff used a competitive process to select a vendor to perform a needs assessment for the Accela system. Visionary Integration Professionals (VIP) was selected for the quality of its response, track record of success with the Accela system, and strong references. VIP was also selected in 2020 to implement the recommendations put forth in the 2020 needs assessment report, which included structural changes and improvements to the Accela system, making more services available online, improvements to workflow assignments, and enhanced and redesigned reporting functions, among other improvements.
Staff recently completed the go-live for Engineering. This CSA with VIP will include post-go-live support, ongoing maintenance, and continued improvement of the Accela system through August 2026.
Analysis
In 2020 staff solicited competitive bids to identify a consultant for Accela services. Five firms responded, including: Visionary Integration Professionals, LLC, [s]Cube, Accela Professional Services, Gray Quarter, and Etech. Given its deep expertise in Accela and GIS software, track record of success, and strong references, Visionary Integration Professionals, LLC was selected.
Several areas of need were identified in the final needs assessment report, completed in September 2020. The following improvements and enhancements were identified:
• Setup new record types for all modules, including forms and data conversion
• Update records with new custom fields, workflows and scripts
• Configuring GIS access within Accela
• Update Scripts to new Accela standard
• Update and create new reports
• Configure Communication Manager for automated emails
• Configure ACA to allow for full online submissions of applications, particularly for building permits.
In April 2023, the City went live with improvements to the Building module that included online applications and integration with GIS data.
In May 2023, City Council approved an additional budget for $736,215 for VIP to further improve the Accela permitting software, in particular, improvements to the Engineering module to include online applications, better reporting, and improved accounting for the Engineering and Transportation Department. Continuing with the system enhancements will make it easier for the public to apply for all types of permits online, provide better transparency in the permitting process within the different City Departments, improve availability and convenience of online payments, allow for better reporting, and provide real time updates to the public across the different departments from an integrated software.
In November 2025, the City went live with the Engineering module.
Legal Analysis
The City Attorney’s office reviewed and approved the contract, this staff report and resolution as to form.
Financial Impacts
The combined total cost for FY 2026 is $83,400.
Sufficient funds are included in the Information Technology Internal Service Fund and City Manager’s Office adopted budget for this contract:
• Information Technology: $83,400
This Council action will not impact fund balance as there are funds available in the FY 2026 adopted budget for the CSA with Visionary Integration Professionals, LLC.
ATTACHMENTS
• ATTACHMENT A - Resolution
• ATTACHMENT B - Scope of Services
PREPARED BY: Michael Sinor, Chief Technology Officer, Information Technology Department