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5 <br /> THE CITY OF <br /> CITY COUNCIL AGENDA REPORT <br /> pLEASANTON <br /> November 17, 2020 <br /> Community Development <br /> TITLE: APPROVE THE SOFTWARE LICENSE AGREEMENT WITH ACCELA FOR <br /> LAND MANAGEMENT SOFTWARE LICENSE AND SUPPORT SERVICES <br /> IN THE AMOUNT OF $223,330 FOR A PERIOD OF THREE YEARS <br /> SUMMARY <br /> The City has utilized Accela as its land management software system since 2011, and <br /> has completed renewals of licensing and support annually using Purchase Orders. Each <br /> year, the renewal fees have typically increased, with renewals in recent years averaging <br /> seven to ten percent over the prior year. <br /> The current annual Purchase Order is set to expire on December 13, 2020. In order to <br /> secure a lower annual renewal rate, staff recommends the City enter into a multi-year <br /> license agreement to continue the City's current Accela software licensing, support and <br /> maintenance services. The total cost over a period of three years is $223,330, and is <br /> budgeted in the Permit Center Professional Services account. <br /> RECOMMENDATION <br /> Approve and authorize the City Manager to execute the Software License Agreement <br /> with Accela in the amount of $223,330, covering a period of three years (through <br /> December 13, 2023). <br /> FINANCIAL STATEMENT <br /> The total cost of the renewal under the Software License Agreement is split across the <br /> three years of the term. The year one total is $70,842, year two is $74,384, and year <br /> three is $78,104. Fees are due in December of each year, and funding is available and <br /> budgeted each year in the Permit Center Professional Services account. By electing a <br /> three-year term, the City will save at least 2% each year (approximately $1 ,400-$1 ,500 <br /> annually) over the cost of completing separate annual renewals. <br />