Title
Recommendation to Authorize the City Manager to Negotiate and Execute a Two-Year Agreement in the Amount Not to Exceed $168,619 for a Period of Two Years with Accela, Inc. for Accela Automation Land Management, and Enhanced Reporting Database. (Planning, Building & Transportation 209)
Body
To: Honorable Mayor and Members of the City Council
EXECUTIVE SUMMARY
For 20 years, the City of Alameda (City) has relied on Accela, Inc. (Accela) permitting software to manage building, planning, fire, and public works permit tracking, plan check, inter-departmental review, inspection, and reporting responsibilities.
Staff is recommending a new, two year agreement with Accela to continue to provide and improve these software services. The funds necessary for the services are available in Special Revenue Fund 209.
BACKGROUND
Since 2001, the City contracted with Accela to provide permit tracking software. Accela is used by many local government agencies across the United States. The agreement has been updated and renewed with City Council authority every five years. Initially, this software was utilized by Planning and Building for the tracking of construction permits from application through final inspection. Over time, additional functions have been added to track permit workflow for Planning, Public Works, Alameda Municipal Power (AMP), Code Enforcement and Fire Prevention.
As expectations for online service increased over the years, the City responded by adding several enhancements to expand Accela’s capabilities for public benefit. In 2010, the City added Accela’s Citizen Access Module which allows permits to be applied for and issued online. This module also created 24/7 public access to permit records, inspection results, and ability for the public to lookup the status of pending permits and permit history dating back to the early 1980’s. In 2015, the City added BuildingEye, which expanded the public interface to allow tracking and monitoring permit activity and planning projects using a map interface on the City’s website. At the beginning 2021, the City added Camino to help guide applicants through the permit process and improve communication between applicants and the City departments. During the last year, all development, planning, and improvement permits are applied for and issued on-line through Accela.
DISCUSSION
Many City departments rely on the Accela Automation Land Management system to track all activities processed through the Permit Center. The primary users include Planning and Building, Public Works, Fire Prevention, and AMP, but other departments including Recreation and Parks, Community Development, Base Reuse, Finance, and Police also rely on its data. As a “hosted environment” the Accela system and its servers are managed offsite by Accela. Therefore, the system is available 24/7 through any internet connection by City staff and the public wishing to check on the status of a permit. All storage, backup, hardware maintenance and regular updates are handled offsite and across all users.
During the last 12 months of the COVID-19 pandemic, the agreement with Accela has allowed the City to continue to service historically high numbers of permits despite a citywide shelter-in-place order issued by County Health, and the closing of City Hall to the public. The pandemic has also revealed the need to continue to improving the system to address every increasing need for digital permitting, tracking, and reporting services. For that reason, staff is only recommending a two-year agreement instead of five years. Staff will be working during the two years to conduct a major overhaul and upgrade of the system to improve services for the public.
ALTERNATIVES
The Council may:
• Approve the recommendation to enter into an agreement with Accela for two years.
• Delay action on the request and direct staff to return with additional information regarding the proposal.
FINANCIAL IMPACT
The funds for this agreement are budgeted in the Planning, Building & Transportation account for Active Server Pages, and Fire Department account for Contractual Services. Revenues generated through the collection of the Permit Tracking Fee on each permit are sufficient to cover Planning, Building & Transportation Development portion. Fire Prevention Inspection fees cover a portion of the cost of the system.
No additional budget appropriation is needed in FY 2020-21.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This proposed agreement and the need for permit services facilitates implementation of the Alameda Municipal Code.
ENVIRONMENTAL REVIEW
The California Environmental Quality Act (CEQA) applies only to projects that have the potential for causing a significant effect on the environment. This action is not a project pursuant to Public Resources Code section 21065 and CEQA Guidelines section 15378.
CLIMATE IMPACT
Facilitating on line permitting and remote access reduces the need for automobile trips to City Hall for the public and construction contractors. Fewer automobile trips results in lower greenhouse gas emissions. Online services and permits also reduces the use of paper. Online plan check and permitting reduces the need for multiple paper copies of construction drawings. (A set of paper construction drawings for a major project can weigh over 50 pounds and costs over $1,000.)
RECOMMENDATION
Authorize the City Manager to negotiate and execute a two-year agreement in the amount of $168,619 for a period of two years with Accela, Inc. for Accela Automation Land Management, and Enhanced Reporting Database.
CITY MANAGER RECOMMENDATION
The City Manager recommends approval of authorization for the City Manager to negotiate and execute a two-year agreement in the amount of $168,619.
Respectfully submitted,
Andrew Thomas, Planning, Building & Transportation Director
By,
Andrew Thomas, Planning, Building & Transportation Director
Financial Impact section reviewed,
Annie To, Finance Director
cc: Eric Levitt, City Manager