CITY COUNCIL REGULAR MEETING AGENDA PACKET

Page 1 of 4 Item #6 CITY COUNCIL AGENDA REPORT June 4, 2024 Community Development TITLE: APPROVE AND AUTHORIZE THE CITY MANAGER TO EXECUTE THE SUBSCRIPTION SERVICES AGREEMENT AND ORDER FORM FOR THE ACCELA SAAS MULTI-SOLUTION USER SERVICE, WITH AGGREGATE ANNUAL PAYMENTS TOTALING $1,481,846 OVER A SEVEN-YEAR TERM, AND APPROVE AND AUTHORIZE THE CITY MANAGER TO EXECUTE THE STATEMENT OF WORK AGREEMENT FOR IMPLEMENTATION OF THIS CLOUD-BASED SERVICE, FOR A ONE-TIME COST NOT TO EXCEED $90,850, WHICH INCLUDES 15 PERCENT CONTINGENCY SUMMARY The City has utilized Accela as its land management software system since 2011. The current Accela system operates on-premise via City-hosted servers, which the City’s Information Technology Department must regularly maintain, upgrade, and ensure compliance with security protocols to keep the system running smoothly and securely. Accela has notified its customers that remaining in a site-hosted environment, like the City of Pleasanton, that their systems will no longer be supported by future Accela updates. The end of life for on-premise, self-hosted installations of the Accela Civic Platform is upcoming, with maintenance ending in June 2025 and support ending in December 2025. It is recommended to start any migration and upgrade project by fall 2024, or sooner, to ensure continued support and system functionality. Staff has been planning for this transition for the past two years, and the Building Division and IT Department are prepared for the implementation of the cloud-based Accela solution. To secure the most desirable pricing, staff recommends the City Council authorize a seven-year initial term for the service, at an aggregate total cost of $1,481,846 over the seven-year period, and also authorize the one-time implementation cost of $79,000, and up to 15 percent in contingency costs for a total not to exceed amount of $90,850, for the transition of the City’s Accela system to the cloud-based solution. RECOMMENDATION Approve and authorize the City Manager to execute the attached Subscription Services Agreement, Order Form, and Statement of Work with Accela for a one-time implementation cost of $79,000, plus an additional contingency amount of 15 percent for additional unforeseen costs associated with the implementation (total not to exceed amount of $90,850), and an initial term of seven years at a total aggregate cost of $1,481,846 over the seven-year period. BACKGROUND In 2011, the City launched the Accela software system to manage land use and community development activities including permitting, inspections, zoning, project planning, and code enforcement. Notable upgrades and efficiency enhancements within and integrated into Accela in the past few years have included launching Accela Citizen Access (ACA) for digital building Page 44 of 428