Title
Adopt a Resolution to Approve and Authorize the City Manager to Execute an Additional Statement of Work to an Existing Master Services Agreement with Visionary Integration Professionals, LLC (VIP) for Post Go-Live Support of Workday and Teller Implementation, as well as Continued Enhancements for the City’s Building, Planning, and Engineering Divisions for an Additional $60,040 and a New Not to Exceed Amount of $143,440
Staffreport
COUNCIL PRIORITY
• Infrastructure / Economic Development
• Sustainability & Resiliency
SUMMARY AND RECOMMENDATION
Adopt a Resolution to Approve and Authorize the City Manager to Execute an additional Statement of Work to the existing Master Services Agreement with Visionary Integration Professionals, LLC (VIP) to increase the not-to-exceed amount by $60,040, for a revised total not-to-exceed amount of $143,440, for post go-live support of Workday and Teller implementation, enhancement services and ongoing Maintenance Support for the City's Permitting System, Accela. Sufficient funds are available in the FY 2027 Information Technology Internal Service Fund, effective July 1, 2026.
BACKGROUND
The City implemented Accela’s Land Use and Permitting software system in February 2015 to replace the legacy Tidemark Advantage software system. The Accela software system is used by the Community Development and Public Works (Engineering and Transportation) Departments, as well as Alameda County Fire Department staff, to manage permit fee collection, plan-check tracking, inspection scheduling, inspection services, and permits for building, planning and zoning.
In 2020, the City conducted a competitive selection process and retained VIP to perform a needs assessment of the Accela system, followed by implementation of the resulting recommendations. The Master Services Agreement between the City and VIP was executed on January 4, 2022. On December 15, 2025, the City Council approved a Consulting Services Agreement with VIP in an amount not to exceed $83,400 for post-go-live support, ongoing maintenance, and continued improvement of the Accela system.
On July 1, 2026, the City successfully went live with Teller (the Point-of-Sale/Cashiering system developed by Can/Am Technologies) and Workday (the Enterprise Resource Planning system). These implementations required integration with the Accela software platform, as well as configuration support to ensure a smooth transition.
The project work needed to support the Teller and Workday go-live as well as improvement/enhancement requirements for the Community Development and Public Works Departments has exceeded the original Agreement amount, thus necessitating this additional scope of work.
Analysis
The proposed Statement of Work with VIP covers post go-live support, enhancement services, and ongoing maintenance. VIP has provided a Statement of Work outlining the services to be performed during the “base support period” - period projected to be of greatest need - from July 15, 2026, through January 31, 2027. Services will be delivered on a time-and-materials basis and include Accela development and configuration support for the Teller and Workday implementations, post-go-live Accela support, cashiering and financial reporting enhancements, and ongoing maintenance for the Building, Planning, and Engineering programs.
The total not-to-exceed amount for this scope of work is $60,040, bringing the revised contract total to $143,440. All services will be invoiced monthly in arrears. A detailed breakdown of roles, hourly rates, and estimated hours is included in the attached Statement of Work (Attachment B).
Financial Impacts
The total cost of the Agreement is $143,440. Sufficient funds are available in the FY 2027 Information Technology Internal Service Fund, effective July 1, 2026. The amendment is structured on a time-and-materials basis not to exceed $60,040. Any changes to scope, timeline, or resources will be addressed through a formal Change Order process requiring mutual written approval prior to commencement of additional work.
This Council action will not impact fund balance because there are funds available in the FY 2027 adopted budget.
ATTACHMENTS
A: Draft Resolution to Approve Visionary Integration Professionals Additional Statement of Work for Professional Services
B: Statement of Work - Visionary Integration Professionals Enhancement Services and Ongoing Maintenance Support
PREPARED BY: Regi John, Business Applications Manager, Information Technology Department, and Alicia Hernandez, Chief Technology Officer, Information Technology Department