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File Number: 17-709 <br />In December 2015, the City entered into an agreement with 21Tech for $45,000 to address major <br />issues of system functionality. Enhancements and improvements were not included in this <br />agreement. <br />In July 2016, the City Council approved a second agreement with 21Tech for $85,000. Under this <br />agreement 21Tech provides support for fee restructuring, work flow customization, customized <br />report writing, and user training. 21Tech also provides emergency assistance. <br />In August 2017, 21Tech decided not to renew its business partnership with Accela. During the <br />City’s engagement with 21Tech, Michael Young served as the primary developer and project <br />manager. Mr. Young is very familiar with the City’s deployment of the Accela application. Michael <br />Young left 21Tech and started Young Consulting, LLC. Because of Mr. Young’s experience while <br />working at 21Tech, staff recommends Young Consulting, LLC should be declared a sole source <br />to provide IT services related to the Accela enhancement work. <br />Analysis <br />Accela is a robust software system. Additional system enhancements and functionality are <br />available that would increase the effectiveness of the Accela system. The following improvements <br />and enhancements have been identified and are included as part of the tasks for the FY 2017-18 <br />CSA: <br />·Integration of the City’s geographic information system (GIS) data <br />·Creation of additional reports for tracking of activity, revenue received, building code <br />enforcement, and permits outstanding <br />·Modification of existing reports for display consistency and clarity <br />·Creation of additional user groups for the Water Pollution Control Plant, Public Works and <br />Environmental Services for comments and approvals of wastewater connections, trash <br />enclosures, construction debris plans, and hazardous material and disposal plans. <br />·Design and Implementation of Accela’s Code Enforcement Module for tracking Building <br />Code and right-of-way encroachment issues. <br />·Creation of Trust Fund accounts to manage project financial deposits, track expenditures <br />and issue refunds. <br />·Enhancements to the Accela Citizen Access portal used by customers to schedule <br />inspections and interact with City services. <br />The FY 2017-18 Consultant Services Agreement will leverage Young Consulting’s knowledge of <br />the City’s Accela permitting system. The new agreement will build on past work and allow <br />continued development of workflows and customization of reports. In accordance with California <br />Public Contract Code section 3400(c)(2), staff recommends that the City Council should make a <br />sole source purchase justification for, and award the contract to, Young Consulting, LLC. <br />A portion of the funding for the Accela permit system is generated from a 6% technology fee <br />applied to building permits, which generates approximately $85,000 annually. Effective July 1, <br />2017, a 6% technology fee was implemented on Planning permits, which is projected to generate <br />an additional $20,000 annually. The Engineering & Transportation Department is exploring the <br />implementation of a technology fee on engineering permits in order to fully fund Accela costs. <br />Page 2 City of San Leandro Printed on 12/12/2017 <br />156