TO: LINDA REICH, CITY MANAGER
FROM: WARREN MORELION, AICP, DIRECTOR OF DEVELOPMENT SERVICES
SUBJECT
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Approve a Service Agreement for Accela Migration and Upgrade to Software as a Service (SaaS).
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RECOMMENDATION
1) Approve a service agreement with Accela, Inc. of San Ramon, California, in the amount of $78,000.00 for the migration to Accela's Software as a Service (SaaS); and 2) authorize the City Manager to execute all necessary documents on behalf of the city.
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FISCAL IMPACT
Sufficient funds are available in the FY 2023-2025 Operating Budget.
CITY OF CHINO MISSION / VISION / VALUES / STRATEGIC ISSUES
The recommendation detailed above will further the City’s values and strategic issues that serve as key pillars on which identified priorities, goals, and action plans are built, by fostering:
• Superior Customer Service
• Effective Technology
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Revenue: Click or tap here to enter text. |
Expenditure: 10063001-43580/6102050-43580 |
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Transfer In: Click or tap here to enter text. |
Transfer Out: Click or tap here to enter text. |
BACKGROUND
The City of Chino currently utilizes Accela, a permit tracking software developed by Accela, Inc., located in San Ramon, California. Accela is used for various components including Citizen Access, GIS, Land Management, Permitting and Inspection, Planning and Zoning, Asset Management, and Web-Based Plan Check. This platform also includes the mobile app, Accela Mobile.
Accela automates workflows to provide a streamlined experience for applicants and internal users, integrates electronic document review tied to parcel information, allows remote management, and facilitates online permits, code enforcement tracking, and infrastructure asset lifecycle management.
ISSUES/ANALYSIS
Since 2015, the City has used Accela as an internally hosted ("on premise") software. However, Accela, Inc. will no longer support "on premise" users due to technological advancements. To ensure a seamless transition and maintain superior customer service without interruptions, the City must migrate to a cloud-based subscription format known as Accela’s SaaS.
To ensure effective technology maintains a priority, Accela integrates with the City’s electronic plan check software, e-PlanSoft, through middleware software Velosimo. With this migration, the integrity of these systems will not impact performance. It is estimated the migration process will take a minimum of six months for testing and conversion before full SaaS implementation.
The implementation to SaaS includes services for configuring the software and converting data. Thirty-nine thousand dollars ($39,000.00) is due at project commencement with the second payment of $39,000 due at the migration completion. The I.T. Division and the Development Services’ Permit Center Division will collaborate on this migration to ensure a smooth transition. The Accela licensing and maintenance agreement will continue through migration and thereafter to secure the continuity in service to our internal and external customers.
Attachment: Accela, Inc. Agreement