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Home My WebLink AboutMINUTES - 09132005 - C90 ,.f�;��- . .. Contra �� Costa TOM BOARD OF SUPERVISORS County FROM: CARLOS BALTODANO, DIRECTOR BUILDING INSPECTION DEPARTMENT and DENNIS M. BARRY, AICP COMMUNITY DEVELOPMENT DIRECTOR DATE: September 13, 2005 SUBJECT: Amend Contract With Accela, Incorporated To Develop and Implement aWeb-based Land Development Application and Building Permit Tracking System and Obtain Product And License Upgrades SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION RECOMMENDATIONS APPROVE and AUTHORIZE the Director of Building Inspection and the Community Development Director to execute a contract amendment to the current contract with Accela, Incorporated (Inc.) effective September 14, 2005, to increase the payment limit by$2,188,031 to a new contract amount not to exceed $2,573,031, and to extend the contract for a period of ten years to September 13, 2015 to develop, implement and maintain an application and permit tracking system. CONTINUED ON ATTACHMENT: YES SIGNATURE i,eRECOMMENDATION OF COUNTY ADMINISTRATOR .RECOMMENDATION OF BOARD COM17TEE ':��APPR OTHER 07 SIGNATURE(S):- JZI ACTION OF BO ON APPROVED AS RECOMMENDED OTHER VO OF SUPERVISORS UNANIMOUS(ABSENT S IS A AYES: NOES: TRUE AND CORRECT COPY OF AN ABSENT:. ABSTAIN:, ACTION TAKEN AND ENTERED ON THE MINUTES OF THE BOARD OF Contact Carlos Baltodano(9251335-1108) SUPERVISORS ON THE DATE SHOWN. ATTESTED: ee.hj /j cc: Building Inspection John Sweeten, Clerk of the Board of Community Development Supervisors and County Administrator County Counsel BY DEPUTY CB:td %bdord%Ace1Amnd-B lonly.121404 FISCAL IMPACT None to General Fund. Costs will be covered by revenues from building permit fees and land development application fees. BACKGROUND/REASONS FOR RECOMMENDATIONS Since 1999 the Building Inspection Department has used a permit tracking system called PermitsPlus. PermitsPlus was initially installed and maintained by Sierra Systems, Inc., which evolved into Accela Inc. This computerized system was acquired under the Growth Management and Economic Development Agency (GMEDA). It was intended for use by all of the then GMEDA member departments, Building Inspection, Community Development and Public Works. It was envisioned that the system would allow for the data to be shared among the land development departments and be linked to the County's GIS database enabling more efficient operations. Accela, Inc. has developed an extremely user-friendly web-based software entitled Accela Automation, which allows integration with GIS software as well as with the Joint Billing System developed and shared by Community Development and Public Works. Accela Automation also allows certain services and application processes for Building Inspection and Community Development to be provided over the Internet so that customers do not have to come in to County offices. Moreover, Accela Automation enables the public to access specified land use or building permit information over the Internet. The new system will enable participating Departments to electronically link to other computer systems, including the County's Geographic Information Systems (GIS), the Joint Billing System (JBS), the Selectron Voice Response System, and the Laser Fiche and SIRE records imaging systems. On December 14, 2005 the Board of Supervisors authorized the Building Inspection Department to enter into a new contract with Accel.com to enhance the County Agency Permit System (CAPS). The contract limit authorized was $1,385,000. During the months following the -Board of Supervisors authorization, Accela, Inc. conducted a Needs Analysis and prepared a Scope of Work for development and implementation of Accela Automation for both Building Inspection and Community Development. Based upon this work, Building Inspection and Community Development negotiated a ten- yearcontract for both departments. Included in this total contract amount are: • Licensing and software for all employees in both departments $129,782 • Annual maintenance for six years of the contract term with a $786,509 maximum of a 3% increase to maintenance costs for years seven through ten • Implementation services on a Turnkey basis $113569740 • Options and Contingencies $300,000 TOTAL $21573,031 \bdord\Acce1aBrd0rder.2005 September 13,2005 Page 2 of 3 As part of this contract the County has an option to purchase an interactive voice response system for $195,000 and an option to purchase a wireless data entry/retrieval module for $95,000. The services Accela Inc. will provide under this agreement include, linkage of the Accela Automation database to both the countywide GIS database and the shared Community Development-Public Works Joint Billing System, and upgrade of Accela Automation as upgrades are made to GIS and other systems during the entire ten-year contract period. The Community Development and Building inspection Department's will share the cost for this system. The individual departments will pay for items that are specific to each department's needs and shared items will be paid jointly. Staff is recommending this amendment to our contract with Accela Inc. because of the County's excellent track record With the company and ease of conversion. In addition, an independent consultant hired by the County, conducted an industry survey and determined that Accela Inc was the industry leader and could meet the County's need. If this system were to be developed internally the estimated cost and development time would be double. ADDITIONAL EXPENDITURES This project will require the purchase of computer hardware equipment costing about $500,000. The services of a Project Manager will also be secured to ensure timely and effective implementation. Authorization for these cost items will be sought in the near future through different processes. CONSEQUENCES OF NEGATIVE ACTION Building Permits will not be able to be tracked with GIS and between Community Development, Public Works and Building Inspection resulting in a disconnect in the land development process that consumes staff time and causes customer delays in processing and/or obtaining information. \bdord\Acce1aBrdOrder.2005 September 13,2005 Page 3 of 3 Contr.a Costa County APPROVALS/ACKNOWLEDGMENT Number C45997 "ward Form L-2 (Purchase of Services-Long Form) Revised 2002 APPROVALS RECOMMENDED BY DEPARTMENT FORM APPROVED COUNTY COUNSEL By: By: Designe Deputy APPROVED: COUNTY ADMINISTRATOR By: Designee ACKNOWLEDGMENT STATE OF CALIFORNIA ) ss. COUNTY OF CONTRA COSTA ) On ,before me, insert name and title of the officer),personally appeared personally known to me(or proved to me on the basis of satisfactory evidence)to be the person(s)whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument. WITNESS MY HAND AND OFFICIAL SEAL. (Seal) Signature ACKNOWLEDGMENT(by Corporation.Partnership,or Individual) (Civil Code§1189) L-2 (Page 1 of 1)