Agenda Item Wording:
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Accela Automation Permit System - Digital Plan Review Upgrade - Authorize the City Manager to execute the contract with Accela Inc for services and annual maintenance related to the configuration and implementation of Accela’s Cloud based E-Permit Hub Digital Plan Room application at a cost not to exceed $57,000, enter into a seven-year maintenance agreement at a cost not to exceed $372,083.33 over the seven-year period; and appropriate $73,333.33 for FY 25/26.
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Prepared by:
Jason Huckleberry, Director of Engineering & Building (559) 713-4495, jason.huckleberry@visalia.city
John Howison, Information Services Manager, (559) 713-4122, john.howison@visalia.city
Department Recommendation:
Staff recommends authorizing the City Manager to execute the contract with Accela Inc for services related to the configuration and implementation of Accela’s Cloud based E-Permit Hub Digital Plan Room (DPR) application at a cost not to exceed $57,000 and enter into a seven-year software maintenance agreement at a cost not to exceed $372,083.33 over the seven-year period; and appropriate $73,333.33 for FY 25/26 for the first two years of software maintenance from the Building Safety Fund (4014).
Summary:
The City has embarked on a project with Accela Inc for the migration of the City’s currently self-hosted permit system to an Accela cloud-based application. As part of this cloud migration project, it is imperative that we ensure our current digital plan review solutions are capable of being moved into the Accela Cloud environment. The electronic plan review platform is essential for staff to be able to efficiently review digital plans, make necessary corrections and stamp approved plan sets for the public.
During the initial scoping stage of the cloud migration project, it was determined that the custom solution currently in place for electronic plan review will not function within the Accela Cloud environment and must be upgraded. After exploring several options, staff has selected Accela’s E-Permit Hub Digital Plan Room (DPR) solution as the tool most able to accommodate the needs of the City. DPR is fully owned and integrated into the Accela Automation system and will be a valuable instrument allowing staff and the public to view, make plan review comments, and approve plans associated with building permits. The implementation will be simultaneously coordinated with the Accela Cloud migration project (approved by Council March 2025 for $114,100) and is expected to be completed in spring 2026. The one-time cost to upgrade to the DPR system is $57,000.
Annual Software Maintenance
As part of the new plan review system implementation, the City will need to address software maintenance support that will be provided by Accela Inc for E-Permit Hub Digital Plan Room. The proposed seven-year agreement is intended to provide the best possible pricing for maintenance; terms are as follows and are heavily discounted based upon staff negotiations with Accela:
Fiscal Year 25/26 (Year 1) - $ 23,333.33 (prorated)
Fiscal Year 26/27 (Year 2) - $ 50,000.00
Fiscal Year 27/28 (Year 3) - $ 53,000.00
Fiscal Year 28/29 (Year 4) - $ 56,180.00
Fiscal Year 29/30 (Year 5) - $ 59,550.00
Fiscal Year 30/31 (Year 6) - $ 63,120.00
Fiscal Year 31/32 (Year 7) - $ 66,900.00
Total $372,083.33
Background Discussion:
The Accela Automation permit system is the centerpiece of the City’s permit services program, handling everything from building permits, Fire Prevention inspections, and Neighborhood Preservation record management. As such, the permit system is utilized by numerous departments within the City including Engineering and Building, Planning and Community Preservation, and the Fire Department.
In 2018 the current Accela Automation system went live utilizing a “self-hosted” system whereby the permit system is stored and operated locally, on City owned/operated hardware. In 2023 Accela Inc. notified the City that self-hosted and/or on-premise installations would no longer be supported, requiring the City to migrate to their cloud hosted environment known as Software as a Service (SaaS). Deciding to stay self-hosted would correlate to the City losing all system support from Accela Inc. This means that routine software upgrades would no longer be possible and all system issues would need to be handled by City MIS staff directly. Failure to migrate to the Accela cloud services would lead to our permit system becoming obsolete, propelling the City to seek a major system upgrade far earlier than anticipated.
Fiscal Impact:
The Building Safety Division budgeted for the Accela Cloud migration during the previous budget cycle, establishing a capital project to ensure funds were allocated appropriately.
System Upgrade Project
Upgrade Project Budget (CIP 0719) $660,000
Accela Inc Cloud Migration Cost $114,100 Approved by Council March 2025
E-Permit Hub Digital Plan Room $ 57,000 Requesting Approval
Project Surplus $488,900*
*Note: Surplus Funds may be used to contract for additional custom reports and system configuration.
Software Maintenance
(Year 1 – ending April 2026) $ 23,333.33
(Year 2 – beginning April 2026) $ 50,000.00
Appropriation necessary: $ 73,333.33
Future years of maintenance will be budgeted within the Building Safety Division’s operational budget beginning with the FY 2026/27 budget.
Prior Council Action:
March 17, 2025 – Council approved the City entering into a contract with Accela Inc. for services related to the migration of the City’s self-hosted permit system to an Accela Cloud based application at a cost not to exceed $114,000; and authorized entering into a seven-year software maintenance agreement at a cost not to exceed $2,236,605 over the seven year period.
June 6, 2016 - Council approved the City entering into a contract with Accela Inc. and Truepoint Solutions for the purchase and implementation of a new permit system for the Community Development Department for a total amount not to exceed $959,000.
Other: None
Alternatives: Council may elect to deny the purchase and implementation of the selected digital plan review solution and direct staff to seek other solutions. Any proposed solution must be capable of being fully integrated into Acela Automation once the City has been moved into the Accela Cloud services.
Recommended Motion (and Alternative Motions if expected):
recommendation
I move to authorize the City Manager to execute the contract with Accela Inc. for services related to the configuration and implementation of Accela’s Cloud based E-Permit Hub Digital Plan Room (DPR) application at a cost not to exceed $57,000 and enter into a seven-year software maintenance agreement at a cost not to exceed $372,083.33 over the seven-year period; and appropriate $73,333.33 for FY 25/26 for the first two years of maintenance from the Building Safety Fund (4014)
Environmental Assessment Status: Not applicable.
CEQA Review: None required.
Deadline for Action: 9/15/2025
Attachments:
1. Accela DPR Professional Services Contract/Statement of Work
2. Accela DPR Software Maintenance Order Form