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1 <br /> <br />Responses to City Council Agenda Items – June 4, 2024 <br /> <br />Community Development <br />Agenda Item #5 <br />1. Can you briefly describe the inadequate performance of PlaceWorks during the <br />three-year term? <br />A. Specific issues with PlaceWorks’ performance were lack of timeliness in <br />delivering work products (e.g. scopes of work, draft documents), and lack of <br />quality/accuracy in draft work products. <br /> <br />2. With our budget situation, is this expenditure necessary or could we reduce the <br />fees and/or do in-house? <br />A. The vast majority of work completed to date under the on-call contracts has been <br />CEQA review for development projects – in those cases, 100% of the consultant <br />costs are reimbursed to the City (plus an administrative fee) by project applicants <br />– i.e. there is no direct cost to the City. With respect to CEQA review of City- <br />sponsored projects, all work is completed on an as-needed basis, meaning that <br />the City can decide for every project whether to do the work in-house or use <br />professional services. That said, for larger projects and more complex CEQA <br />documents, City staff does not have the capacity or technical expertise to <br />prepare the documents in house, and having access to a roster of on-call <br />consultants is, in staff’s view, a helpful and necessary resource. <br /> <br />Agenda Item #6 <br />1. Will the existing servers be repurposed or are they at end of life? <br />A. To clarify the current state of our infrastructure: <br />Server Hardware and Virtualization Platform: <br />• The servers hosting our Accela solution are virtual servers running <br />on a virtualized infrastructure. <br />• While the virtualized platform is approaching its end of life, it <br />continues to host numerous production servers and services. Thus, <br />the infrastructure itself is still actively used and maintained. <br />Operating System and Database: <br />• The operating system currently hosting our Accela solution, along <br />with its associated database, is at the end of life. <br />• This presents a critical need for deprecation and transition to a <br />more secure and supported environment. <br />Plan for Repurposing or Decommissioning: <br />• Virtual Servers: Given that the operating system and database are <br />at the end of life, the specific virtual servers running Accela will be <br />decommissioned as part of our transition to the SaaS version.