HomeMy WebLinkAboutMINUTES - 11032015 - C.57RECOMMENDATION(S):
APPROVE and AUTHORIZE the Department of Conservation and Development (DCD) Director, or designee, to
execute contracts with Accela, Inc., in the amounts and terms listed below. These contracts will be used by DCD for
maintenance and support services and the software license for the Department’s permitting system (Accela
Automation).
1. Contract # C45997-01 Accela to provide maintenance and support services for the Department’s Permitting
System, in an amount not to exceed $533,668, for the period September 14, 2015 through September 30, 2020.
2. Contract # C49625 Accela to provide a perpetual software license for the Department’s Permitting System at no
charge, the cost having been paid previously.
FISCAL IMPACT:
No impact to the County General Fund. Costs will be covered by revenues from building permit fees and land
development application fees.
BACKGROUND:
The County entered into Contract No. 45997 with Sierra Computer Systems, Inc., on March 18, 1997 (“Contract No.
45997”). Sierra Computer Systems, Inc., later became Accela, Inc. The contract was later amended to enhance the
Department’s computer system. The original contract was signed with the two departments that subsequently were
APPROVE OTHER
RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE
Action of Board On: 11/03/2015 APPROVED AS RECOMMENDED OTHER
Clerks Notes:
VOTE OF SUPERVISORS
AYE:John Gioia, District I Supervisor
Candace Andersen, District II
Supervisor
Mary N. Piepho, District III
Supervisor
Karen Mitchoff, District IV
Supervisor
Federal D. Glover, District V
Supervisor
Contact: Victoria Mejia
925-674-7726
I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board
of Supervisors on the date shown.
ATTESTED: November 3, 2015
David Twa, County Administrator and Clerk of the Board of Supervisors
By: June McHuen, Deputy
cc:
C. 57
To:Board of Supervisors
From:John Kopchik, Director, Conservation & Development Department
Date:November 3, 2015
Contra
Costa
County
Subject:Contract with Accela, Inc.
BACKGROUND: (CONT'D)
merged to become the Department of Conservation and Development (DCD), creating a redundancy in licensing.
Staff negotiated with the Contractor to relinquish one department site license of Accela Land Management and
Accela GIS, thereby reducing maintenance fees. Most tasks under the original contract and its amendments were
completed; therefore, staff recommends that the County enter into 1) a contract effective September 14, 2015 for
Accela, Inc., to provide maintenance and support until September 30, 2020 for $533,668, and 2) a separate contract
for a perpetual software license. The County paid for the perpetual software license in full, under Contract No.
45997, as amended. The maintenance contract and software license will supersede Contract No. 45997.
Accela Automation is the main software system used by the Department of Conservation and Development for
tracking building and planning applications and issuing permits. Different modules of the system allow the DCD to
process the permits and to communicate with the public in an efficient manner. The ePermits portal of Accela allows
for the public access to the permit information over the internet. Accela also allows DCD's building inspectors and
other field staff instant access to the live data on their mobile devices which enables them to make better informed
decisions in the field and communicate them to the central office immediately. Historical data from the system is used
to generate comprehensive reports for use by the county and various local, state and federal agencies. Accela data also
feeds into DCD's joint billing system for faster and more accurate billing. Accela is a critical tool in DCD's daily
operations and the recommended contracts are necessary to maintain DCD's services.
CONSEQUENCE OF NEGATIVE ACTION:
If this contract renewal is not approved, the Department will lose the contract to support, maintain and upgrade the
Accela Automation Permitting System, hindering the ability to process Building Permits and Planning Applications
including revenue collection.