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HomeMy WebLinkAboutMINUTES - 12192006 - C.105 _ 1 `F Contra TO: BOARD OF SUPERVISORS °` = Costa c'.rp County 7 P FROM: CARLOS BALTODANO, DIRECTOR cou BUILDING INSPECTION DEPARTMENT and DENNIS M. BARRY, AICP COMMUNITY DEVELOPMENT DIRECTOR DATE: December 19, 2006 SUBJECT: Amend Contract with Accela, Incorporated To Implement a Hot Failover System, Wireless Solution and Emergency Response System SPECIFIC REQUEST(S)OR RECOMMENDATION(S)& BACKGROUND AND JUSTIFICATION RECOMMENDATIONS A. Approve and Authorize the Director of Building Inspection and the Community Development Director to execute a contract amendment with Accela, Incorporated (Inc.) for a Hot Failover System in the amount of $537,600, covering a three (3) year period. B. Approve and Authorize the Director of Building Inspection to execute a contract amendment for wireless data access and emergency response solutions with Accela, Incorporated (Inc.) for a wireless mobile solution in the amount of $493,106, cov ring a (10) year period. r�- n CONTINUED ON ATTACHMENT: X YES SIGNATURE RECOMMENDATION OF COUNTY ADMINISTRATOR MEND NOF BOA-RDAOMMiTTEE -�APPROVE OTHER r SIGNATURE(S): �LQ ACTION OF BOA N APPROVED AS RECOMMENDED 4 OTHER Unanimous (Absent ) Aye .'_Noes: Absent: Abstain: ) I HEREBY CERTIFY THAT THIS IS A Vacant: District li TRUE AND CORRECT COPY OF AN ACTION TAKEN AND ENTERED ON THE MINUTES OF THE BOARD OF Contact: Anil Comelo(925/335-1155) SUPERVISORS ON THE DATE SHOWN. ATTESTED: . � cc: Building Inspection John Cullen, Clerk of the Board of Community Development SupervjjDrs and County Administrator DoIT B © PUTY CB:td \bdord\AcelAmnd-B 1 CD.121906 RECOMMENDATIONS C. Approve the increase in the contract amount with Accela, Incorporated of $2,573,031 by $1 ,030,706 to a new contract amount not to exceed $3,603,737 to incorporate the costs for the Hot Fail Over, wireless data access, and Emergency Response solutions. FISCAL IMPACT None General Fund impact. Costs will be covered by revenues from building permit fees and land development application fees. BACKGROUND/REASONS FOR RECOMMENDATIONS Over the past 18 months, the Departments of Building Inspection and Community Development negotiated a ten year contract with Accela Inc. for $2.2 million. Included in this total contract amount were: (1) licensing and software for all employees in both departments, (2) annual maintenance for six years of the contract term with a maximum of a 3% increase to maintenance costs for years seven through ten, (3) linkage of the Accela Automation database to both the countywide Geographic Information System (GIS) database and the shared Community Development-Public Works Joint Billing System and (4) upgrade of Accela Automation as upgrades are made to GIS system during the entire ten year contract period. The agreement signed in 2005 did not provide for wireless access mobile data devices, off-site data back-up, disaster response. Hot Failover: The ability of local government, particularly land development departments, to provide services to the public in the aftermath of a major event is partly dependent upon prompt access to accurate data. Consequently, Building Inspection and Community Development are recommending a joint Hosted Failover system for the Accela Automation Land Development and Permit Tracking System. As part of this back up system, the County will obtain an off-site back-up for the permit/data history and countywide GIS including the parcel data and aerial photographs. The entire back-up system will be located in the Quest co-location facility in Santa Clara that has been specifically designed to function in times of major disasters. In the event that communications and power are disrupted in Martinez and other parts of the County, the failover site would be available within an hour and accessible through the internet from anywhere in the world. Temporary satellite, cell phone, and WiFi connections could then be utilized for recovery efforts. The annual costs to each department will be $89,600 during the three year contract period. This expenditure will not only provide critical access to land information for Building Inspection and Community Development in the midst of any possible disaster, but will also ensure that this information is maintained for use by other county AcelAmnd-BICD.121906 December 19, 2006 Page 2 of 3 departments. Additionally, other county departments may also utilize the telecommunications back up capacity of this system in any possible disaster or emergency. Various alternatives were considers for the implementation of the Hot Fail Over system. However, it was determined by County staff that other options were not cost effective. Accela was chosen to implement the Hot Fail Over system to enhance accountability and also maximize the probability of having access to County data in the aftermath of a major event. Wireless Mobile Devices: In addition to the joint effort of the Hot Failover System, the Building Inspection Department has chosen to implement a wireless mobile and emergency response solution. The experience of three of Department building inspectors in the Katrina recovery, as well as experiences from the Napa and Loma Prietta earthquakes has highlighted the necessity of having the technological tools to respond to citizens in time of disaster. Implementation of a wireless solution will allow Department employees to enter and access data while in the field. During normal times, inspectors can retrieve inspection history, general requirements, and customer specific notes/conditions. This new functionality will greatly enhance customer service and enable the Building Inspection Department to be more efficient. In the aftermath of a disaster however, the functionality coupled with the Hot Failover system, will enable field staff to operate without having to physically travel to a central office. This is an important feature since it will allow the Department to function regardless of the location of the Department Operations Center (DOC). It will also allow the Department to produce and transmit data quickly to the Department Operations Center (DOC) and the Emergency Operations Center (EOC). Three vendors that are compatible with Accela were considered for the wireless mobile solution. The three vendors were Accela, Selectron and MobileHwy. After comparing features and testing, a team of County staff recommend Accela for the implementation of the wireless mobile solution. More data was available through Accela mobile solution as opposed to the Selectron mobile solution. Many of the features that the panel wanted to compare were not available on the Selectron demonstration unit except as add-ons and or special customization. The look and feel for Selectron's product was more accepted by the panel however, Accela's product does allow customization of the screen layout and colors. Finally, Accela will provide an integrated mobile disaster response module as part of the mobile package. In conjunction with the Accela Automation and GIS hot failover these products together provide a state of the art disaster response strategy for Building Inspection. CONSEQUENCES OF NEGATIVE ACTION Potential lack of access to land development data in the aftermath of a major event. AcelAmnd-BICD.121906 December 19, 2006 Page 3 of 3