Agenda Item Wording:
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Accela Automation Permit System Migration to Cloud Services - Authorize the City Manager to execute the contract with Accela Inc for services related to the migration of the self-hosted permit system to an Accela Cloud based application at a cost not to exceed $114,100 and enter into a seven-year maintenance agreement at a cost not to exceed $2,236,605 over the seven year period; and appropriate $193,200 for FY 25/26.
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Deadline for Action: 3/17/2025
Submitting Department: Community Development
Contact Name and Phone Number:
Jason Huckleberry, Director of Engineering & Building, (559) 713-4495, jason.huckleberry@visalia.city <mailto:jason.huckleberry@visalia.city>
Brian Kootstra, Information Systems Supervisor, (559) 713-4477, brian.kootstra@visalia.city <mailto:brian.kootstra@visalia.city>
Department Recommendation:
Staff recommends authorizing the City Manager to execute the contract with Accela Inc for services related to the migration of the currently self-hosted permit system to an Accela Cloud based application (Software as a Service - SaaS) at a cost not to exceed $114,100 and enter into a seven-year maintenance agreement at a cost not to exceed $2,236,605 over the seven year period; and appropriate $193,200 in FY 25/26 for the first year of maintenance from the Building Safety Fund.
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.
By entering into this contract, Accela Inc would begin working with the City’s MIS division to convert existing data and system programs currently on City infrastructure over to Accela’s SaaS Cloud service. The process is expected to take up to 9 months.
Once completed, migration to the SaaS cloud will have no impact on the public that utilize these services. The Accela Automation system will appear and function the same for the public. Additionally, minimal system interruptions are expected during the migration process. The one time cost to upgrade is $114,100.
Annual Maintenance
As part of the cloud conversion, the City will need to address a change in software maintenance support that will be provided by Accela Inc. The proposed seven-year agreement is intended to provide the best possible pricing for maintenance, terms are as follows:
Fiscal Year 25/26 (Year 1) - $ 266,458
Fiscal Year 26/27 (Year 2) - $ 282,445
Fiscal Year 27/28 (Year 3) - $ 299,392
Fiscal Year 28/29 (Year 4) - $ 317,356
Fiscal Year 29/30 (Year 5) - $ 336,397
Fiscal Year 30/31 (Year 6) - $ 356,581
Fiscal Year 31/32 (Year 7) - $ 377,976
Total $2,236,605
Overall, maintenance and support within the Accela cloud is costlier, but it comes with better benefits. Under maintenance within the Accela cloud environment program upgrades are automatic and included within the service agreement. This is a deviation from our current self-hosted maintenance contracts whereby the City had to turn to a third-party consultant to assist the City through the system upgrade process. In the case of system upgrades, this City will save the consultant costs under the new cloud maintenance program.
Accela Permit System History
The Accela permit system was approved at Council in June 2016, starting a nearly two-year implementation process and going live in May of 2018. The new system gave the City a multitude of features that the previous system did not, including improved workflow access and tracking, digital document archiving, updated inspection features, and most importantly the ability to perform digital plan review and permit processing. Using the new system, the City went to a 100% electronic plan review format in May of 2018, allowing applicants to submit electronic files and save on having numerous plan sets printed. This conversion to electronic plan review and permit processing was critical during the Covid pandemic and allowed for the City’s permit process to be largely unimpacted.
The City of Visalia permit tracking system originated with a platform designed by Sierra Computers Systems, a company founded in Visalia CA. Sierra Computers Systems created a specialized permit system based on the needs of Tulare County called Permits Plus. Sierra Computer Systems, and the permit system created in Visalia became a nationally recognized brand and was considered the gold standard for permitting systems. As a result, Sierra Computer Systems and Permits Plus were purchased by the Accela Corporation in 2000. Prior to the 2018 upgrade, the City used the Permits Plus Software by Accela, which was procured in 1998 from Sierra Computer Systems.
Fiscal Impact:
The Building Safety Division budgeted for this Accela Cloud migration during the previous budget cycle, establishing a capital project to ensure funds were allocated appropriately.
Upgrade Project
Upgrade Project Budget (CIP 0719) $660,000
Accela Inc Cloud Migration Cost $114,100
Project Surplus $545,900*
*Note: Surplus Funds may be used to contract for additional custom reports.
Maintenance
Operating Budget (Software Maintenance) $ 73,300
FY 25/26 (Year 1) Maintenance Cost $266,500
Deficit $193,200
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:
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 moving the current on-premise system to the Accela Cloud based system. If the Accela system is kept on-premise, we will no longer be eligible to receive Accela maintenance going forward, nor will we be eligible for routine software upgrades. This will likely lead to our permit system becoming obsolete and propelling the City to seek a major system upgrade far earlier than anticipated.
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 migration of the on-premises permit system to an Accela Cloud based application at a cost not to exceed $114,100 and enter into a seven-year maintenance agreement at a cost not to exceed $2,236,605 over the seven year period; appropriate $193,200 from the Building Safety Fund.
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Environmental Assessment Status: Not applicable
CEQA Review: None required
Attachments:
1. Accela Agreement & Statement of Work
2. Accela Maintenance Order Form and Agreement
3. Accela Consulting Services Policy
4. Accela Data Storage Policy
5. Accela Service Availability and Security Policy
6. Accela Software Support Services Policy
7. Accela Subscription Services Agreement
8. Accela Sole Source