TO: Mayor Collins and Town Council Members
FROM: Kevin Burke, Town Manager
Eva Cutro, Community Development Director
Bob Lee, Building Official/Fire Marshal
DATE: June 9, 2016
DEPARTMENT: Community Development
Staff Contact Bob Lee, Building Official/Fire Marshal, 480-348-3631
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AGENDA TITLE:
Title
Authorization to purchase and implement Accela SAAS Civic Land Management software.
Body
Council Goals or Statutory Requirements: Provide sufficient staff and resources to support and maintain technology.
RECOMMENDATION:
Recommendation
Authorize the Town Manager to execute contract CON 16-006-CMD with Accela SAAS Civic Land Management in the amount of $27,300 for licensing and contract CON 16-007-CMD with IK Consulting Services in the amount of $130,700 for implementation, data migration, and training services.
Background
SUMMARY STATEMENT:
In 2004 the Town purchased a permit tracking software program called Permits Plus. While it fulfills the basic functions associated with the tracking of building and fire permits and inspections, it is a dated product. Accela owned Permits Plus but no longer supports the product and now offers SAAS Civic Land Management as the upgrade. The new program will give people real time access to inspection results and tie into the Town’s GIS system. The software upgrade is only available from Accela who is the developer. While Accela owns the software they do not provide the setup and customization services necessary for the Town of Paradise Valley to make a seamless transition. Accela recommended IK Consulting for the implementation services. IK Consulting has assisted the Town in the past with customization and technical support and has gained knowledge of the Town’s unique system. In order to assure adequate competition, the Town requested Accela to provide the name and contact of other approved Accela services providers. Since Accela did not provide other services providers, the Town compared the hourly rate IK Consulting was charging on a contract they have with the City of Chandler for ongoing support of SAAS Civic Land Management. The rate comparison showed IK Consulting quoted the Town of Paradise Valley a lower hourly rate than Chandler. Based on the lack of other Accela certified services providers, the hourly rate comparison, and IK Consulting’s past experience with the Town’s system, the Town has determined it is impracticable to compete the upgrade implementation services and that contracting with IK Consulting is in the best interest of the Town.
BUDGETARY IMPACT:
Funding for this project in the amount of $158,000 was adopted in the FY 2016 budget and capital improvement program, project 2016-09.
ATTACHMENT(S):
contract CON 16-006-CMD & contract CON 16-007-CMD