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APPROVE A MOTION AWARDING PROFESSIONAL SERVICES AGREEMENTS FOR ACCELA PERMIT SOFTWARE TECHNICAL SUPPORT AND ENHANCEMENT
recommended action
RECOMMENDATION
It is recommended that the City Council approve a motion to:
1. Award a three-year Professional Services Agreement to Byrne Software Technologies, Inc. for Accela Software Professional Services for a total not-to-exceed contract amount of $220,000.
2. Award a three-year Professional Services Agreement to TruePoint Solutions LLC for Accela Software Professional Services for a total not-to-exceed contract amount of $65,000.
3. Award a three-year Professional Services Agreement to 3SG Plus LLC for Accela Software Professional Services for a total not-to-exceed contract amount of $65,000.
4. Authorize the City Manager to take all necessary and appropriate actions to carry out the purpose and intent of this motion.
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Summary
The Community Development Department requires the specialized knowledge of a consulting firm for ongoing technical support to maintain the Accela permitting system, expand online permitting offerings, enhance system configuration to increase efficiencies, enhance ease-of-use for customers and staff, and increase access to data within the system.
On March 30, 2025, the City advertised a Request for Proposals (RFP) for Accela Technical and Professional Services, Project No. PUR-25-028. Six (6) firms submitted proposals for this project. The Selection Committee evaluated proposals, interviewed applicants and selected three (3) vendors based on their qualifications and experience, technical criteria, management and organization, customer support and services, cost, and applicant interview. Byrne Software Technologies, Inc., TruePoint Solutions LLC, and 3SG Plus LLC were found to be the most qualified and highest-ranking firms.
It is recommended that Council approve a motion authorizing the City Manager to execute three (3) Professional Service Agreements, one with Byrne Software Technologies, Inc. for a not-to-exceed contract amount of $220,000, one with TruePoint Solutions LLC for a not-to-exceed contract amount of $65,000, and one with 3SG Plus LLC for a not-to-exceed contract amount of $65,000.
The contracts will each be for three (3) years with one (1) two-year extension options, for a maximum of five (5) years. The contracts will be funded by the Community Development Department’s Operating Budget.
DISCUSSION
Background
On May 20, 2014, by Resolution 2014-05-20-1501, City Council approved a contract to implement the Accela Civic Platform Software as the City’s new permit tracking software. The Council also approved by the same motion a contract with TruePoint Solutions, Inc. to provide implementation and technical support services for the above Accela Civic Platform Software product. The implementation was completed in late 2015.
On June 14, 2017, a new agreement with TruePoint Solutions was approved to continue to provide technical support services for the Accela software, as well as expanding their role to implement online payment capabilities and a basic online permitting program. This contract expired December 31, 2020.
An RFP was issued on June 18, 2020, (PUR 20-012) to solicit proposals to continue on-call support, maintenance, and enhancements to Accela. As a result of this process the City selected two vendors, Gray Quarter, Inc. (Gray Quarter) and Byrne Software Technologies, Inc. (Byrne) to provide these services. Two vendors were selected to allow workload balance between the two, as well as gain access to both companies’ varying expertise. Both contracts are set to expire on September 30, 2025.
The current and past contracts for Accela technical support have delivered on-call support, implemented new features of Accela, which include enabling online payment of fees, continued expansion of online permit application submittal, and many other enhancements. These enhancements have supported internal performance monitoring, have assisted in streamlining permitting services, and met the needs of citizens for online services. This additional service became vital during the 2020 COVID-19 pandemic, which required improving the City’s online services and reducing in-person contact as much as possible.
The technical support services have been invaluable to ensure the system maintains its current level of function, in addition to pursuing configuration updates to optimize the system to increase efficiency for both staff and customers. There are plans to continue system buildout and refinement aimed at increased efficiency and enhanced online services for customers.
Present Situation
On March 30, 2025, the City advertised an RFP for Accela Technical and Professional Services, Project No. PUR-25-028. On April 24, 2025, six (6) proposals were received from the following firms:
• Avocette Technologies Inc.
• Byrne Software Technologies
• Consultadd Inc.
• 3SG Plus, LLC
• TruePoint Solutions LLC*
• SEP Technology Consulting, LLC
*NOTE: The Community Development Department has a current contract with Gray Quarter for Accela technical support which expires on September 30th, 2025. During this RFP process, Gray Quarter and TruePoint Solutions LLC merged, retaining the TruePoint Solutions name.
A Selection Committee evaluated and ranked all proposals based on each firm’s qualifications and experience, technical criteria, management and organization, customer support and services, cost and applicant interview. Byrne Software Technologies, TruePoint Solutions, LLC, and 3SG Plus, LLC, received the highest rankings based on the noted criteria and were determined to be the most qualified firms for this project. During their first contract term, both Byrne and Gray Quarter/Truepoint have proven to be highly technically competent and have an in-depth understanding of Stockton’s Accela configuration. CDD wishes to retain Byrne and Gray Quarter/Truepoint for our ongoing support needs. CDD desires to add a third vendor (3SG) to further balance workload as well as gain access to additional expertise as we work to continue our streamlining and efficiency efforts related to the Accela permitting system.
Compensation will be on a time basis for services rendered. Staff recommends Council approve a motion to award
• A three-year Service Agreement with a not to exceed amount of $220,000 to Byrne Software Technologies; and
• A three-year Service Agreement with a not to exceed amount of $65,000 to Truepoint Solutions, LLC; and
• A three-year Service Agreement with a not to exceed amount of $65,000 to 3SG Plus, LLC
for Accela Technical and Professional Services, Project No. PUR-25-028. Contracted services will begin October 1, 2025, and expire September 30, 2028, with the option of one (1) two-year extension for each.
Findings
Pursuant to Stockton Municipal Code (SMC) Section 3.68.070, the Council may approve findings that support an exception to the competitive bidding process. The following findings justify such an exception:
1. The City has a need for specialized support of the Accela platform and does not have staff that possess the highly technical skills needed for these changes.
2. In selecting a vendor to provide these services, the most important criteria are experience, specialized programming capability, knowledge of the Accela platform, and how it will interface with the City’s Tyler Munis ERP system.
3. Use of the RFP process is appropriate for these Professional Service Agreements because it relies on the evaluation of professional qualifications and performance as the basis for selection of a vendor. The selected vendors were the most qualified in separate complementary areas.
4. The City negotiated the contracts following solicitation of competitive proposals in accordance with SMC Section 3.68.070.A.3.
FINANCIAL SUMMARY
The FY 2025-26 Annual Budget includes an appropriation of $150,000 in the 220-221 Development Services Fund, Business Operations Division (5510) budget. Fund 220-221 is anticipated to have sufficient funds to sustain these expenditures each year, as outlined by the table below. Fund appropriations will be budgeted in subsequent fiscal years and subject to Council approval during the annual budget development process. Staff anticipates that annual contract amounts shall be as follows:
|
|
25/26 |
26/27 |
27/28 |
Contract Totals |
|
Byrne |
100,000 |
60,000 |
60,000 |
220,000 |
|
TruePoint |
25,000 |
20,000 |
20,000 |
65,000 |
|
3SG Plus |
25,000 |
20,000 |
20,000 |
65,000 |
|
Annual Totals |
150,000 |
100,000 |
100,000 |
350,000 |
These figures are based on the anticipated workload for each consultant based on their respective skill sets and the City’s Accela needs.
This contract is fully funded by the Development Services Fund and there is no impact to the City’s General Fund or any other unrestricted fund as a result of taking the recommended action.
Attachment A - Byrne Software Technologies Professional Services Agreement
Attachment B - TruePoint Solutions LLC Professional Services Agreement
Attachment C - 3SG Plus, LLC Professional Services Agreement