Laserfiche WebLink
Page 2 of 4 <br />permit submittals, DigEplan for electronic plan review, and SolarApp+ for streamlined <br />photovoltaic permitting. <br /> <br />In August 2023, Accela notified staff that it will no longer support upgrades or provide <br />maintenance for the existing on-premises (non-cloud-based) platform effective June 30, 2025. <br />Following that notification, the City Council authorized the City Manager to enter into a one- <br />year license agreement with Accela, effectively continuing the existing service in place at the <br />time and allowing staff an additional year to review and plan for the migration to the cloud- <br />based system. <br /> <br />DISCUSSION <br />To maintain the stability, efficiency, and existing service levels established by the City’s <br />current use of the Accela land management system, staff recommends the City begin the <br />transition to Accela’s cloud-based solution. The system will work in the same way, and have <br />the same functionality as today, with the difference being the back-end hosting of the system. <br />Rather than being hosted on City-owned and maintained hardware, the system will be cloud- <br />hosted by Accela. Making this transition at this time will ensure the City maintains access to <br />Accela’s regular updates, service packs, and patches to maintain and enhance the product. <br /> <br />Staff recommends the City Council approve and authorize the City Manager to execute the <br />attached Subscription Services Agreement (Attachment 1) and Order Form (Attachment 2), <br />which covers an initial term of seven years. This term length offered the most beneficial <br />annual pricing, with aggregate payments totaling $1,481,846 over the seven-year period. As <br />outlined in the pricing summary shown below and also in the Order Form, the costs are fixed <br />through each year of the agreement, starting at $182,000 in Year 1, and increasing annually <br />by five percent per year, up to $243,897 in Year 7. Additionally, staff recommends the City <br />Council approve and authorize the City Manager to execute the attached Statement of Work <br />(Attachment 3) with Accela, which covers the one-time implementation cost of $79,000, along <br />with a 15 percent contingency amount for a total not to exceed cost of $90,850, for Accela’s <br />transition of the City’s service from on-premises to cloud. <br /> <br /> <br /> <br />Accela continues to perform well for the City and its customers, and has supported the <br />Page 45 of 428