CITY COUNCIL REGULAR MEETING AGENDA PACKET

Page 3 of 4 integration of other software systems which augment the continued modernization and streamlining of the City’s Permit Center processes. Moving to Accela's cloud-based solution will further these modernization efforts by offering several key benefits to the organization and speficially to the IT department as the cloud-based solution will reduce the need for on- premises maintenance, freeing up IT resources for other critical tasks. The transition to a cloud-based SaaS model ensures automatic updates and patches, enhancing security and compliance with industry standards. Additionally, the cloud solution provides greater scalability, allowing the system to grow with the City’s needs without significant hardware investments. Improved accessibility and reliability will enable staff to work more efficiently from any location, thereby improving overall service delivery to the City’s residents. EQUITY AND SUSTAINABILITY Not applicable, as this item is a routine matter of City business. OUTREACH No outreach was conducted, as this item is a routine matter of City business. STRATEGIC PLAN ALIGNMENT Approval of this action advances the ONE Pleasanton strategic goal of Optimizing Our Organization, Strategy 2 - Procure and integrate critical software platforms across departments for effective use by City staff and the public. The City's licensing agreement with Accela has allowed for recent implementation of a number of other critical software platforms which integrate with the Accela system, including DigEplan and SolarApp+, as well as Accela Citizen Access for self-service online permit application submittals by the public. Moving forward with the Accela land management system in a cloud-based format allows for opportunities to continue to modernize processes in the Permit Center and improves overall service delivery. FISCAL IMPACT Funding for Fiscal Year 2024/25 cost of this service and implementation is included in the FY 2024/25 midterm budget update, currently scheduled for consideration and adoption at the May 21, 2024 City Council Meeting. The City currently collects a Technology Fee in the amount of two and one-half percent (2.5%) of the cost of all building permits, which is intended to help address the increased costs related to software licensing and maintenance and permit system upgrades. Revenue for the Technology Fee thus far in FY 2024-25 amounts to approximately $111,000; $139,000 in Technology fees was collected in FY 2023/24, and $206,000 in FY 2022/23. To the extent that the amount collected in Technology Fees is less than the annual contract cost, General Funds would be used to make up the difference. Prepared by: Submitted by: Approved by: Robert Queirolo Ellen Clark, Director of Community Development Gerry Beaudin, City Manager Attachments: 1. Subscription Services Agreement Page 46 of 428