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File #: 20-513    Version: 1 Name: Staff Report for a City of San Leandro City Council Resolution to Approve a Five-Year Renewal Agreement with Accela, Inc for Citizen Access and Platform Automation Systems for Permitting for a total amount of $567,946.42 (Approves One Agreement to be Paid
Type: Staff Report Status: Filed
In control: City Council
Meeting Date: 11/16/2020 Final action: 11/16/2020
Enactment date: Enactment #:
Title: Staff Report for a City of San Leandro City Council Resolution to Approve a Five-Year Renewal Agreement with Accela, Inc for Citizen Access and Platform Automation Systems for Permitting for a total amount of $567,946.42
Sponsors: Jeff Kay
Related files: 20-514
Title
Staff Report for a City of San Leandro City Council Resolution to Approve a Five-Year Renewal Agreement with Accela, Inc for Citizen Access and Platform Automation Systems for Permitting for a total amount of $567,946.42

Staffreport
SUMMARY AND RECOMMENDATIONS

Staff recommends that the City Council approve a resolution authorizing the City Manager to approve payments for a five-year renewal agreement, to be paid annually, with Accela, Inc. for the Permitting System, which includes the Citizen Access and Platform Automation systems in use by the Community Development and Engineering & Transportation Departments. This agreement will add licenses for "digEplan" software, which will be used by staff to digitize several permit operations.

BACKGROUND

The City of San Leandro has maintained an annual subscription contract with Accela since 2013.

Analysis

The City of San Leandro subscribes to the Accela Civic Platform and Automation system, which is hosted by Accela and delivered over the Internet. This Software-as-a-Service (SaaS) system provides all of the core functions required by the Community Development and Engineering & Transportation Departments to issue, track, report, and accept payments for building, planning, fire, environmental service, and encroachment permits.

The City is charged a subscription license fee, which provides Staff with access to the online system. In addition, the vendor provides software updates and technical support and hosts the software in its datacenter. The City has typically maintained the agreement on a year-to-year basis.

However, due to the current budget climate, staff negotiated a longer-term commitment (five years) in exchange for locking in lower annual increases. For example, under the current year-to-year agreement, Accela can raise the annual fee by up to 7% per year. With the five-year commitment, the first-year increase will be 0% and Years 2-5 will be capped at 3%. Over the life of the contract, this would ...

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