MEETING DATE: 2/5/2019
DEPARTMENT: RESOURCE MANAGEMENT AGENCY
DEPT HEAD/DIRECTOR: John Guertin
AGENDA ITEM PREPARER: Scott Lines
SBC DEPT FILE NUMBER:
SUBJECT:
RESOURCE MANAGEMENT AGENCY - J. GUERTIN
Approve a Purchase Order in the amount of $70,133.17 to pay for the renewal of the user license for Accela Civic Platform for a term beginning May 23, 2018 to November 22, 2019, and approve an amendment to an existing contract with True Point Solutions for Accela support and system enhancement services in the amount of $37,000.00.
SBC FILE NUMBER: 105
AGENDA SECTION:
CONSENT AGENDA
BACKGROUND/SUMMARY:
On April 26, 2016 the County contracted with Carahsoft Technology Corp. to provide the County with an Accela database system user license. Accela is a county-operated land development and management software system that includes, land development application and permit processing, fee collection, and code enforcement and building inspection tracking. Without approval to renew this license, the County would be forced to search for, and purchase another database system.
As part of the initial agreement with Carahsoft, Avocette was hired to install and configure the Accela system to the County’s specifications. Despite getting the system installed and configured, Avocette has not been responsive to County requests for service, the completion of additional system enhancements, and migration of the old Planning database files to the Accela database. Therefore, the County Resource Management Agency (RMA) finds that it is in the County’s best interest to continue contracting with an alternative system support company. True Point Solutions has been certified to support the Accela Civic Platform since 2005 and currently works with 49 local governments in California and across the country, including Monterey County, San Mateo County, San Diego County, and Sacramento County.
On December 1, 2018, the County entered into a small contract of $6,000.00 with True Point Solutions to make some minor configuration changes to the Accela Platform. Their work demonstrated professionalism and the technical knowledge that provides RMA staff with confidence to justify amending the original contract and expand the scope of services.
Expenses incurred by True Point Solutions will be based on a time and materials basis at a rate of $150.00 per hour, plus $1,000.00 for travel expenses if needed. The contract amount is based on an estimate that the County will need 240 hours of their time to complete system enhancements. If the project takes less time than is estimated, then the County’s expenses will be proportionately less than the contract amount.
BUDGETED:
Yes
SBC BUDGET LINE ITEM NUMBER:
101.65.1265.1000.619.222
CURRENT FY COST:
STAFF RECOMMENDATION:
1. Approve a Purchase Order in the amount of $70,133.17 to pay for the renewal of the user license for Accela Civic Platform for a term beginning May 23, 2018 to November 22, 2019.
2. Approve an amendment to an existing contract with True Point Solutions for Accela support and system enhancement services in the amount of $37,000.00.
ADDITIONAL PERSONNEL: No