Official View Supplemental Report1

8/12/2019 Official View Supplemental Report1

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C I T Y OF O A K L A N DfncEOvTuear AGENDA REPORT2Q\1 ^ ^ V b ^ Office oftheCityAdministratorA T T N : P.Lamont Ewell ,InterimCityAdministratorF R O M : C E D A / D I TD A T E : May 10, 2011

RE: ResolutionWaiving Advertising, BiddingAnd RequestForProposals/Qualifications Requirements,And Authorizing The Cit>'Administrator OrHisDesigneeTo:1) EnterIntoA Five-Year Contract With Accela, Inc., ForSoftware,Equipment And ServicesToImplementAComputerized Land-UseManagementSystem InAnAmount NotTo Exceed 4,995,000OverThe TermOf The Contract; And2) Award A Financing Contract Following ACompetitive SolicitationFor InterestRatesTo Pay For The Accela Computerized Land-UseManagementSystem,And3) Carrj Out The AboveActionsWithout Return To Council

S U M M A R YStaffrequeststhattheCity Councilauthorize the CityAdministratoror designee to negotiate andexecute afive-yearcontractwith Accela,Incforthe lease of software, equipment and services toimplementacomputerizedlanduse management system. Accelaprovidessoftwareforpermittingand otherlanduse management functions fo r local,stateandfederalgovemment.StaffalsorequeststhattheCityAdministratorbe authorized to award a contract for aloanwithalendoror a lease purchase agreementwithA ccela,Inc.,followingthesolicitationoffinancingproposals,depending on whooffersthe mostcompetitiveinterestrate(not to exceed 4.94%).Staffseeksbothauthorizafionswithout return to Council.The systemprovidedunder the proposed contractwithAccela,Inc.wouldreplace theexistingPermitTrackingSystem (PTS) used byCommunity EconomicDevelopmentAgency ( C E D A )fo rPermits,CodeEnforcement,Planningand Inspections. The current system is over25yearsold and is at endo f l ife. C E D Arequires a more robust system, capableo fprovidingonlinecapabilitiesto allthecitizensofOakland.The contractincludesthe purchase of software,licenses,maintenance, hardware andprofessionalservices.C E D A initiallycontractedwitha vendor to replace the obsoletePTS systeminNovember of2003.Duringthe subsequent two years,C E D Aworkedextensivelywiththe vendor to implementthe selected product.Aftertheinitialtwo yearperiod,the vendor changed its businessmodel,and theCityagreed to amend the contract and reduce the project scope. Theworkdidnot

Item:Financeand Management CommitteeM ay 10, 2011


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p.LamontEwellC E D A / D I T : Sole Source ContractW ithA ccela,Inc. Page 2ultimatelymeetC E D A ' s requirements andneeds.This contractwiththis vendor was terminatedinDecember 2010.C E D A formed a partnershipwiththe Department of Information Technology(DIT)andembarked on an extensive process of evaluating solutions tomeetC E D A ' sland use requirementsaswellasDIT'stechnical requirements. This partnership was established toensurethatallaspectsof the implementafion were addressed and avoid the technical and procedural challengesthatarosewiththe previous vendor.AccelaAutomationwasfoundto provide unique capabilitiesthatjustifythe sole sourcingwithAccela,Inc. Theoriginal R F Pprocess placedA ccela2 in thelistoffinalistsforreplacingP T S .Staffwillseekcompetifivebids to finance the cost of the project, $4.9million,over the next 5years, at an interestratenot to exceed 4.94% to payforthe system.

FISCAL IMPACTStaffproposes to obtainfiandingforthe Accelasystem bysolicitingcompefitive financingproposalsfi omlenders and fromAccela'sfinancingarm. The costsfortheAccelasystembreak down asfollows:

^- .- .-^ :GdSTS - _ImplementationCosts $2,500,000.00

Software/Licensing $ 800,000.00Maintenance $ 800,000.00Hardware $ 406,024.00Networking $ 150,000.00OtherCosts/EIS $ 338,976.00T O T A LCOSTS

Contingencyfunds include costs to incorporate an Oracle Enterprise IntegrafionSolufion( EIS ) reporting tooli fneeded toaddressthefinancialintegration anddebtservicingcosts.The annual costs associatedwith Accelasystem lease and loan are estimated to be $556,265.00semi-annually and willbe funded through restricted Records Management and TechnologyEnhancement Fees, assessed ona llpermits and code enforcement charges by theBuildingServicesD ivision o ftheCommunityandEconomicDevelopmentAgency.The RecordsManagement and Technology Enhancement Fees (Project P249920) are deposited inthe

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P.LamontEwellC E D A / D I T : Sole Source Contract With Accela,Inc. Page 3Development Services Fund (2415). Net availablerevenuesare estimated to be between$500,000 and $800,000 annually over the nextfiveyears.Additionally,the project has a positivecash balancethatcan be accessed ifnecessary as the overallfundbalance improves.B A C K G R O U N DC E D A provides essential landmanagementservices, such asbuildingand code enforcementinspections, development permitting, and cashiering. Itprocessesallthese requestsviatheexistingsystem, P T S .This system is over 25yearsold and incapable of adapting to today'stechnology requirements andneeds.These requirements include integration with theCity'sexistingtechnology platforms (Oracle and Stellent), theabilityto provide online services, suchas: inspection scheduling; permit payments, andviewingstatusofpermit applications online. Inaddition,it has become important to providethesesameservices over a broadersegmentofthepopulation,includingthoseindividualswith disabilities aswellasnon-Englishspeaking citizens.Inorder tomeettheserequirements, DIT and C E D Aconducted market research and inquiries onvendors who could provide the above mentioned services and requirements. Staffhas determinedthatA ccelais currently the onlyU.S .based vendor who haseffecfivelydeployed multi lingualcapabilities and 508 compliant software to aCityof oursize.It should be notedthatA ccelaalsowas also anoriginalcontender fororiginal2003 R F Pwhich initiated the process for areplacement system forP T S .Accela'ssystemoffersunique qualities andstaffrecommends thatadvertising, bidding and therequestforproposals/qualifications be waived for thefollowingreasons:

1. Accelais the only US-based permitting vendor who isfullycompafible (native Javabased)with our existing Oracleplatform.TheCityofOaklandhasmadesignificantinvestments in Oracle technology.Theabilitytolinkexisting systems directly into Oraclefinancialswill facilitatereportingandfinancialaccountability.

2. Accelais the onlyU SBased permitting vendorthatis 508Compliant.Section 508o ftheRehabilitationA ctof 1973 was passed in 1997 and requires federal agencies to maketheir electronic andinformationtechnology accessible to peoplewithdisabilities.A sa entityprovidinggovernmental software and services,A ccelais required to complywith Section 508 f29U.S.C ._194d),which requiresthatagencies must give disabledemployees and members of thepublicaccesstoinformationthatis comparable to theaccessavailable to others. Accelameets theserequirements.

3. Accelais the onlyU Spermitting vendorthatsupportsmulti languages -providingacitizenaccessportalthatcould support the 24.8%)Hispanicpopulation and the 15.5%)Asianpopulationo fthe CityofOakland.

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P. LamontEwellC E D A / D I T : Sole Source ContractWith A ccela,Inc. Page 4

Theabilityto conduct business inmultiplelanguages willincrease theaccessibilityandtransparency ofCityGovemment andmeetsthe intent oftheEqualAccessOrdinance12324 C.M.S . established by the CityofOaklandin 2001.

K E YISSUESAND IMPACTSC E D A provides development permitting and inspection services to residents, businesses and thedevelopment communitycitywide. Theabilitytoefficientlyprocess and recordinformationanddocuments essential tothesepermits and inspections has decreased due to the age ofthe PTSsoftiA'are. Inaddition,therehas been an increased demand for capabilitiesthatwillfacilitateaccess totheseservices via theWeb. These requirements cannot be metwiththeexisting PTSsolufion.The proposedA ccelasystem wil lstreamline the inspections, permitting, and cashieringprocesses, facilitatecode enforcement, facilitatean in the field automated emergency responsecapability,accommodate futureinclusionof other Cityagencies and departments, and mostimportantly,wil lprovide an online web interface to allsegmentsofthe population.Inorder to select a vendorwiththe appropriate technologycapabilities,C E D Apartneredwiththe Department ofInformationTechnology.Staffundertook market research inrecent monthsand determinedthatin the permittingfield,thereare few vendors who can provide the requiredfunctionalifiesto aCitythe size ofOaklandand fewer whocouldprovide equal access toindividualswithdisabilitiesandmulti-lingualcapabilifies.TheCityofOaklandhas metwithmany challenges to itsEqualAccess CapabilitiesandcompliancywiththeAmerican DisabilitiesAct. In order tomeet thosechallenges, theCityenacted anEqualAccessOrdinance andestablished anA D Adepartment to helpmeettheneedso fthosepopulations.Accelameetsthe goalsofthe CityofOaklandunder theEqualAccess Ordinance and theAmerican with DisabilitiesA ct of1990. In addition,A ccelaprovides new technologicalinnovations,such as onlineselfservice,online forms and theabilitytoutilizemobileapplications oncellphones, both forfieldstaffand cifizensalike.A ccelahas asignificantpresence in the localgovemment arena, and includes entitiessimilarin size toOaklandsuch as:Atlanta,Denver, and Ventura County.

P R O J E C TDESCRIPTIONC E D A and DIT propose to replace the existingPT S systemwiththe Accelasystem,whichconsists ofthefollowingflinctions::

AccelaLandManagement: A web-based solufionthatautomatespermit issuance,inspections and code enforcement. It moves C E D Afrom an accounting based system(PTS) to a land management system. TheA ccelaland management systemaddresses



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p. LamontEw ellC E D A / D I T : Sole Source Contract WithA ccela,Inc. Page6S o c i a lEquity: Accelais the onlyU Spermitting vendorthatsupportsmultilanguagesprovidinga citizenaccessportalthatcouldsupportthe 24.8%o Hispanic population and the 15.5%oAsianpopulation o fthe Cityof Oakland. The ability to conductbusinessin multiplelanguageswi l l increasethe accessibility andtransparencyofCityGovemment.

DISABILITYAND SENIORCITIZEN ACCE SSThe Americans withDisabilitiesAct of 1990( A D A )Title II nondiscriminationrequirementsapply tostateand localgovernmentsandmandatethe Cityof Oakland to providequalified .individualswithdisabilifiesaccessto programs, services, and acfivities and toensureeffectivecommunication with people with disabilities.Accordingto the UnitedStatesDepartmentofJustice (DOJ),the City's obligation tomeetfederalaccessrequirementsextendsto allCitywebpagesand webcontent.Thisproduct, as advertised withbuilt-inaccess features,would eliminate theneedfor in-housetesting and manipulation o fthe product, offer altemafive accommodaUons and creation ofseparatewebpagesto provide similar services tocustomerswith disabilities using assistivetechnologies thussaving valuable staff andbudgetresources.Accelais uniquely positioned toassistthe Cityinfulf i l l ingitsmandatesunderthe A D Aand the CityWeb Site AccessPo licy.Accela'sproduct supportsthe City's goal to provide universalaccessto webbasedprogram andservices. Accelahasintegratedfeaturesand protocols into the productthatareconsistentwithFederal accessibility regulations and the Cityof Oakland Web Site AccessPo licy.



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p .Lamont EwellC E D A / D I T : Sole Source ContractWith A ccela,Inc. Page 7RE COMMENDATION(S) AND RA TIONALEStaffrecommendsthattheCity Councilauthorize theacquisitionof a computerized land usemanagementsystem fromA ccela,Inc. to replace the P T S .ACTION REQU E STED OF T HE CITY COU NCILStaffrecommendsthattheCity Councilapprove afive-yearleaseofacomputerized land usemanagementsystemfromAccela,Inc in an amount not to exceed $4,995,000.00, and authorizetheCityAdministratoror his designee to award a loanagreementto a lendor or aleasepurchaseagreementtoA ccela,Inc., depending on who offers the mostcompefitiveinterestrate(not toexceed 4.94%), without retum toCouncil.

Respectfullysubmitted,

Walter CohenDirectorCommunityandEconomicDevelopmentAgency

Respectfullysubmitted,

irectorent ofInformationTechnology

Prepared by:Damaris Fabre SambajonInformationSystems ManagerDepartment of Information Technology

A P P R O V E D A N D F O R W A R D E D T O T H EF I N A N C E A N D M A N A G E M E N T C J ^ M M I T T E E

^^>ity AdministratorOfficeofthe City-A dministrator



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O A K L A N D CITY C O UN C I LR E S O L U T I O N N O . C .M .S .

CityAttorney

RESOLUTIONWAIVINGADVE R TISING,BIDDINGANDR E Q U E S T FO RPROPOSALS/QUALIFICATIONS REQUIREME NTS,ANDAUTHORIZINGTHE CITY ADMINISTRATOR O R HISDESIGNEE TO:1) E N T E RINTOAFIVE-YEAR CONTR ACTWITH A C C E L A ,INC.,F O RS O F T W A R E , EQUIPMENT AND SERVICES TOI M PL E M E N TACOMPUTERIZED LAND-USE M A N A G E M E N T SYSTEM IN ANAMOUNT N OTT OE X C E E D 4,995,000.00OVER TH E T E R M OF THECONTRACT;AND2) A W A R DAFINANCINGCONTRACT FOLLOWINGA COMPETITIVESOLICITATION F OR INTER ESTRATEST O PAY FOR T H E A C C E L ACOMPUTERISED LAND-USE M A N A G E M E N T S Y ST E M ,AND3) C A R R Y OUT THE ABOVE ACTIONS WITHOUT R E T U R NTOCOUNCIL

W H E R E A S , theCommunityandEconomicDevelopmentAgencyhas acriticalneed toreplace andupgradethefrinctionalityo fthePermitEnforcementand RecordsTrackingSystem( P ER TS ) ;andW H E R E A S , theabilityto conduct businessinmuhiplelanguageswillincrease theaccessibilityandtransparency ofCityGovemmentandmeetsthe intent oftheEqualAccessOrdinance 12324,C . M . S .established by the City o fOaklandin2001;andW H E R E A S , the Citywishes to make theirelectronicandinformationtechnology accessible topeoplewithdisabilitiesand thecitizensandbusinessesofOaklandhave demanded a productthatiscapableo fprovidingWebcapableservices;andW H E R E A S , theCitysolicitedqualificationsfortheimplementationo facomprehensivecomputerizedlandusemanagementsystem in2003 several vendors(includingA ccela,Inc.)submittedqualificationsandproposals,a vendor (notAccela)was awarded the contract, but theCitysubsequently agreed to amend and reduce the scopeeliminatingseveral importantfeaturesofthe system; andW H E R E A S , the Departmentso fInformationTechnologyand CommunityandEconomicDevelopmentAgency ( C E D A )havereviewedthe 2003list ofqualifiedvendors andinrecentmonths conducted market research inthelandusemanagementarena and have determinedthatthe systemofferedbyAccela,Inc.,wouldbest meetthetechnicaland departmental requirementso fC E D A ;and


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W ^ H E R E A S , staff,therefore, recommendsthatit is in theCity'sbest interests fo rthe Counciltowaiveadvertising,biddingand request fo rproposals/qualificationsprocesses fo rpurchase oftheAccelasystem based on thefo l low ing:1) Accelaparticipated in theCity's2003solicitafionf orasimilarsystemsubmittingaproposalthatdemonstrated they werewell-qualifiedto provide such a system; and2) Staffhas determined based on market research conductedinrecent monthsthat:a) Accelais theonlyUS-basedpermittingvendorthatofferssoftware/equipmentthatisfullycompafiblewiththeCity'sexisting Oracle platform,theCityhas madesignificantinvestments inOracletechnologyand theabilitytolinkexistingsystemsdirecfiyintoOracle financialswillfacilitatereporting andfinancialaccountability;andb) AccelaAutomationprovidesuniquequalificationsas.it is theonlyUSBasedpermittingvendorthatis 508Compliant,whichrequirespublicagencies to makeelectronicandinformafiontechnology accessible to peoplewithdisabilities;andc) Accelais theonlyU Spermittingvendorthatsupportsmultilanguages - providingacitizenaccess portalthatcouldsupport the24.8% Hispanicpopulationand the 15.5%

Asianpopulation oftheCity ofOakland,and theabilityto conduct business in ^multiplelanguages willincrease theaccessibilityand transparency ofCityGovemmentand meets the intentoftheEqualAccessOrdinance 12324C .M.S .established by theCityofOaklandin 2001.W H E R E A S , OaklandM unicipalCodeSecfion2.04.050.1.5 and2.04.051.Bpermit theCounciltowaiveadvertising,biddingand the request fo rproposals/qualificationsrequirements upon afindingthatit isintheCity'sbestsinterests to do so; andW H E R E A S , staffrecommendspayingfo rthe system by securing aloanat an interestratenotinexcess of 4.94% and proposesthatthe City solicitcompefitivefinancingproposals fromlendinginstitutionsand thefinancingarmofA ccela,Inc.forthis purpose; andW H E R E A S , staffrecommendsthatitwouldexpedite the projectif the Councilauthorizes theCityAdministratorto award thefinancingagreement(whichwi l lbe either aloanto alendinginstitution,or a lease-purchase agreement to thefinancingarmo f Accela,Inc., dependingonwhooffersthe mostcompetitiverate(not to exceed 4.94%) without retum toCouncil;andW ^ H E R E A S ,existingfunds inthe amounts andAccounts/Fundsidentifiedin the agenda reportaccompanyingthisResolutionareavailableforthe upgradethatwil lfinancethis computerizedsystemlease; andW H E R E A S , the CityAdministratorhas determinedthatthe contract(s) authorized hereunderare ofa professional,technical,scientificand temporary nature andshallnot result in the loss ofemployment or salary by any person by any personhavingpermanentstatusin the competitiveservice;now, therefore be it


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R E S O L V E D : That pursuant to OaklandM unicipalCode Section 2.04.050.1.5 and 2.04.05].Bandfo rthereasonsstatedabove and in the CityAdministrator's report accompanying this item,the Councilfinds and determinesthatit is in thebestinterests of the Cit)'to waive advertising,biddingand therequestfo rproposals/qualifications requirements for the purchase andimplementation of acomputerized land use management system fromA ccela,Inc., and so waivesthe requirements; and be itF U R T H E R R E S O L X ' E D : That the CityAdministratoris authorized to negotiate andenterintoafive-yearcontractwith Accela,Inc., for software, equipment and sen'ices to implement acomputerized land-use management system in an amount not to exceed $4,995,000 over the termo fthe contract; and be itF U R T H E R R E S O L A ^ E D : That theCityAdministratorisauthorized to award afinancingconn-actwithan interestrate(not to exceed 4.94%)followingasolicitationprocess,whichwillbealoanwitha lender or a lease-purchase agreementwiththefinancialarm ofA ccela,Inc. depending on whooffers the most competitive interest rate (not to exceed 4.94%), to pay for the Accela, Inc.computerized land use management system; and be itF U R T H E R R E S O L V E D : That the contract(s) authorized hereunder shall be reviewed andapproved by theOfficeo ftheCityAttorney forfomiand legality and filedwiththeOfficeo ftheCityClerk.

IN COUNCIL , OAKLAND, CALIFORNIA, [ 20PASSED BY THE OLLOWINGV O T EA Y E S-B R O O K S , B R U N N E R , D ELAF U E N T E , K A P L A N , K E R N I G H A N , N A D E L , S C H A A F and P R E S I D E N TREIDN O E S -A B S E N T-A B S T E N T I O N -

A T T E S T : LaTondaSimmonsCity Clerk and Clerk oftheCouncilof the City ofOakland, Ca lifornia

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