www.mymanatee.org
Manatee County Government Administrative Center Commission Chambers, First Floor 9:00 a.m. - March 10, 2015
REVISED March 10, 2015 - Regular Meeting
Agenda Item #15


Subject
RFP #13-2690JL: Accela Software Subscription & Professional Services Agreement

Briefings
None

Contact and/or Presenter Information

Contact:
Frank Lambertson, Contracts Negotiator, Purchasing Division, Financial Management Department, Ext. 3042

Presenters:
John Barnott, Director, Building and Development Services Department, Ext. 3887
Paul Alexander, Director, Information Technology Department, Ext. 3737
Dan Thomas, Project Manager, Information Technology Department, Ext. 3652



Action Requested

Authorize the County Administrator or his designee to execute Agreement #13-2690JL, Software Subscription and Professional Services, with Accela, Inc. of San Ramon, CA for a total not to exceed amount of $3,768,521.35.

Adopt Budget Amendment Resolution B-15-035.



Enabling/Regulating Authority

Manatee County Code of Laws



Background Discussion

An analysis of current business processes and existing technology in use in Building and Development Services Department was performed and revealed a need to pursue improved technological solutions to streamline and manage business processes.  As a result, a Request for Proposal was initiated to seek proposals from qualified firms engaged in the business of providing integrated Building and Development software solutions to enhance functionality, improve customer access, and replace legacy systems (DTS System, Buzzsaw, SunGard Community, Permitting Online System, Securities Tracking System, Code Enforcement Web Mobile, Interactive Voice Response, Staff Report Map, and Concurrency Reservation System).

Pursuant to the Request for Proposal, proposals were received from the following firms:

  • Accela Inc., San Ramon, CA
  • Ace Applications, LLC, Orlando, FL
  • CRW System, Inc., Carlsbad, CA
  • CSDC System, Inc., Fort Worth, TX
  • Tyler Technologies, Duluth, GA
  • Zoning Technologies, Inc., Cape Coral, FL

The Evaluation Committee made up of the following individuals reviewed the proposals and came to a recommendation to engage in negotiations with the top ranked firm:

  • Mark Patrick, Information Technology Department
  • Barbara Redmond, Building & Development Services Department
  • Dennis Wallace, Financial Management Department

As part of the evaluative process, oral interviews were conducted with the following shortlisted firms: Accela, Inc., CSDC System, Inc., and Tyler Technologies.

The Evaluation Committee determined to recommend the County pursue negotiations with Accela, Inc..  Accela was ranked first by the Committee in all capabilities and demonstrated resources that will support and accommodate the essential requirements of Manatee County and bring forth an efficient and highly configurable enterprise system in accordance with best industry practices. 

Further, the Evaluation Committee opined that while Tyler Technologies presented a notable display of technology and capabilities it did not appear all encompassing and, as a result, does not present to be the best solution for the County.

Lastly, CSDC's proposal and oral interview revealed several shortcomings in relation to the County's requirements.  For example, data conversion would be the County's responsibility. As well, there were some optional modules not included in the cost proposal.  Based on the perceived ability of CSDC's solution to meet the needs of the County, CSDC Systems, Inc., was ranked last by the Evaluation Committee.

Accela has been providing Government software solutions for over 32 years and has a wealth of experience with over 500 customers.  The cloud hosted technology is web based, has scheduled maintenance and the necessary redundancy and disaster recovery features needed by the County.  The integrated software solution includes: service history connected to parcel, unified citizen communication portal, and scheduled software updates and enhancements. 

The agreement will provide for Professional Service ($1,029,710.00) and Travel ($45,198.00).

Years 1-10  Subscription Fee Total ($2,693,613.35).  There is an annual increase of 3% factored in for each year. 

In summary, costs/fees are as follows:

Professional Services and Travel                            $1,074,908.00
Years 1-10 Subscription Fee                                 $2,693,613.35
Total Agreement Fee                                            $3,768,521.35

Budget Amendment Resolution B-15-035 establishes funding for the Accela Software project, including portions of the Accela agreement as required by accounting standards.  In addition, this budget amendment appropriates $234,965 for the first year of maintenance, $298,900 for conversion costs and $160,160 for professional services as required to facilitate technical implementation of the contract. 

Yearly maintenance expense after Year 1, as determined by the Accela agreement, will be appropriated annually during the budget process.



County Attorney Review
Other (Requires explanation in field below)

Explanation of Other

Robert Eschenfelder, via RLS 15-17, has reviewed this agreement and has found same to be legally sufficient.



Reviewing Attorney
Eschenfelder

Instructions to Board Records

Original to Board Records.

Copt to Accela, Inc., 2633 Camino Ramon, Suite 500, San Ramon, CA 94583.

Email copies to: john.barnott@mymanatee.org; paul.alexander@mymanatee.org; barabara.redmond@mymanatee.org; dan.thomas@mymanatee.org; frank.lambertson@mymanatee.org



Cost and Funds Source Account Number and Name
$1,074,908 Professional Services and Travel

Amount and Frequency of Recurring Costs
Annual Subcription Fee $234,965.25 increasing 3% per year, Years 1-10


Attachment:  Accela Memo.pdf
Attachment:  Accela Final Agreement.pdf
Attachment:  B-15-035 Accela Software.pdf