City Council Agenda
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Memo to: |
Manteca City Council |
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From: |
Brad Wungluck, Interim Director of Development Services |
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Date: |
April 15, 2025 |
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Subject: |
Permitting Software Contract Amendments |
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Recommendation:
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Adopt a resolution approving Amendment No. 2 to permitting software contracts with Accela Inc. to the Subscription Services Agreement (C2022-182 & C2022-182-A1), and TruePoint Solutions to the Professional Services Agreement (C2022-185 & C2022-185-A1), approve a budget appropriation from the Development Services Undesignated Reserves Fund 340 to Professional Services-Contract Services Account for Capital Outlay New Permitting Software for Development Services (CIP 22019) in the amount of $85,000, and authorize the City Manager or designee to sign and take all necessary steps to effectuate the amendments.
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Background:
In December 2022, after a thorough RFP process, the City Council approved a contract with Accela, Inc. for their Service as a Software (Saas) product to provide a complete permit software for the Development Services Department. As part of those contracts, the City initially purchased thirty (30) Accela licenses for the use by City staff. An Amendment to the Accela contract was completed in January 2024 that added an additional ten (10) licensed to incorporate additional staff and departments such as Public Works for Solid Waste and Wastewater. Since that time additional city staff have been hired in Engineering and Development Services who are also in need of access to the software programs. Therefore, staff is proposing an additional purchase of five (5) Accela licenses so that those necessary staff members will have access to the permitting and plan review modules of the software. Adding these licenses will provide an even greater opportunity to ensure that all necessary city staff are reviewing entitlements and permit applications at one time with the ability to provide comments or approvals as appropriate. This will help to further expedite and streamline the permit review process across multiple City departments.
TruePoint Solutions has also been the City’s implementation partner for Accela over the past three years and have assisted the City with any modifications or customizations with Accela during that time. Due to some unforeseen difficulties in the automated transfer of financial data from Accela to the New World platform, additional work was necessary that expended much of the current contract amount. Because of this additional work as well as the need for additional reports to be created for Finance, Engineering, and Economic Development, the finalization of the Encroachment permitting module and ongoing maintenance and customizations, a contract amendment increasing the total amount and term is necessary.
A budget appropriation of $85,000 is required to cover the anticipated additional expenses for the remainder of the fiscal year. Future year expenses will be included in the annual budget process.
Staff recommends that the agreement amendments with Accela and TruePoint Solutions be executed and approved at this time.
Fiscal Impact:
Upon approval, funding for these contract amendments will be appropriated to the Professional Services-Contract Services Account and to CIP 22019 from the Development Services Undesignated Reserves Fund 340 in the amount of $85,000.
Initial expenses for the project as proposed are as follows and will be paid via Development Services Undesignated Reserves:
• Accela (SaaS) Civic Application - $10,000
• TruePoint - $75,000
The approximate ongoing operating costs, based on the proposed contracts, are as follows and will be included in future budget years:
• Accela (SaaS) - $12,250 in year 2 and escalating 5% each subsequent year
• TruePoint - $86,235 per year
Documents Attached:
Attachment 1 - Resolution
Attachment 2 - Order Form for Additional Subscription Licenses (Accela)
Attachment 3 - Amended Professional Services Agreement (TruePoint Solutions)