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City of San Leandro <br />City Council <br />Meeting Date: July 17, 2023 <br />Agenda Number: 10.h. <br />Agenda Section: CONSENT CALENDAR <br />File Number: 23-337 <br />File Type: Staff Report <br /> <br />SUMMARY AND RECOMMENDATIONS <br /> <br />Staff recommends that the City Council approve a resolution authorizing the City Manager to <br />execute an Amendment to the Master Services Agreement (MSA) for the services needed to <br />improve the Accela Permitting System. <br /> <br />BACKGROUND <br /> <br />The Accela permit system is used by the Community Development, Engineering and <br />Transportation, and Public Works Departments’ staff as well as Alameda County Fire <br />Department staff to manage planning/zoning permits, building permitting and inspection services. <br />The system is used to calculate and collect permit fees, track plan-check comments and <br />approvals, issue permits, maintain permit and inspection history and schedule inspections. The <br />Accela system, a cloud computing application, was implemented in February 2015 to replace the <br />Tidemark Advantage permit system, which was obsolete and no longer supported. <br /> <br />In 2020 staff used a competitive process to select a vendor to perform a needs assessment for <br />the Accela system. Visionary Integration Professionals (VIP) was selected for the quality of its <br />response, track record of success with the Accela system, and strong references. In turn, the <br />MSA was developed to implement the recommendations put forth in the 2020 needs assessment <br />report, which include structural changes and improvements to the Accela system, making more <br />services available online, improvements to workflow assignments, and enhanced and redesigned <br />reporting functions, among other improvements. <br />The increase in cost is requested to include further updates to the system to incorporate <br />additional functionality and features to support the Engineering module including enhancing <br />inspections, accounting, and offering online applications. <br /> <br />Analysis <br /> <br />In 2020 staff solicited competitive bids to identify a consultant for Accela services. Five firms <br />responded, including: Visionary Integration Professionals, LLC, [s]Cube, Accela Professional <br />Services, Gray Quarter, and Etech. Given its deep expertise in Accela and GIS software, track <br />record of success, and strong references, Visionary Integration Professionals, LLC was selected. <br /> <br />Several areas of need were identified in the final needs assessment report, completed in <br />Page 1 City of San Leandro Printed on 7/12/2023